Difference between revisions of "Purchases and reimbursements"

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(Created page with "= Inventory, Purchases, Reimbursements = ''Below is an initial proposal. Eventually some form of this might be approved by the executive committee, then accepted as part of ou...")
 
 
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= Inventory, Purchases, Reimbursements =
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*Each lead has an approved budget for equipment, ongoing maintenance, upkeep of their area, and incidentals. Leads must keep a receipt for all items purchased and deliver these to the [[treasurer]] monthly.
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''Below is an initial proposal. Eventually some form of this might be approved by the executive committee, then accepted as part of our standing rules.''
 
  
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== White Board ==
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*The lead may make purchases of supplies and/or tooling without area/committee vote for purchases in amounts less than $500, or 1/3 of the committees total fund balance, whichever is smaller.
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A white board complete with markers and eraser is in a very conspicuous place. The board might be playful and doesn't have to be overly structured or have only 1 specific purpose. However, for the purposes of inventory and purchasing, it should include the following headings:
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*Purchases for items within budget exceeding $500 require a majority vote of the area/committee at the next regularly scheduled area/committee meeting, or at a duly called emergency meeting, or by a vote of the board of directors.
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*All purchases shall be reported to the treasurer, and any current committees which deal with finance. Inventory must be notified of equipment purchase valued at $50 or more.
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*Reimbursements may be made of equipment purchased with the oversight of the lead within budget.
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*Targeted donations for areas/committees may be collected to increase a budget without board approval. The treasurer must first be notified so a code for the donations may be created. Donations must specify the correct code so the treasurer may accurately track the funds.  The treasurer will adjust the budget according to the target of the donation after it has been collected, in addition to recording the specific purpose of the donation.
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*Members who identify items that need to be purchased for the makerspace should email the appropriate [[Area Lead|lead]] or [[treasurer]] to request the item to be purchased. Alternatively, the member may consider buying it themselves and donating it to the space. Like all other donations, these donations must be approved by the lead.
  
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* '''Buy Me''': As members see a need for a particular item of piece of equipment, they can write it on the board
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Approved by the board on [[February 15 2018|February 15 2018]] and [https://wiki.makeict.org/wiki/December_15th_2022 December 15 2022]
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* '''Fix Me''': Something broken? Members can make a note of it here
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<noinclude>
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* '''Change Me''': If something is missing or isn't working in the space, the logistics, the organization, etc., members can list it here.
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[[Category:Rules and policies]]
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</noinclude>
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''It's best of members identify themselves with contact information on the board so if there are questions from the executive committee about the needs, they can be addressed directly.''
 
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== Online Forms ==
 
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Two online forms will exist for inventory and purchasing:
 
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1. Members can request items
 
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1. Members can purchase items then request refunds or donation acknowledgement letters
 
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== Purchases ==
 
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=== Up to $50 ===
 
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If a member sees a need for a particular item that is missing from the space, they can do one of:
 
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* Buy it themselves then request a refund/acknowledgement from the online refund request form
 
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* Fill out online form requesting the item
 
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* Write the need for the item on the white board
 
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On weeks coinciding with executive committee meetings, the treasurer will review requests, online form submissions, etc. and order items and give reimbursements as needed.
 
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A few guidelines for members purchasing materials then asking for refunds:
 
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* Members are expected to order only items that could be of reasonable use to at least some small fraction of the community.
 
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* When ordering one-time use materials, members should order "enough for everyone" and not just enough for themselves. For example, if needing a couple of $1 ICs, order 20 so we can have 18 in stock.
 
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This purchasing system is intentionally vague and considered reasonably flexible. For example, if a member orders $55 worth of materials, this is OK. In exchange members are expected to exercise reasonable judgement in their ordering.
 
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=== $50 to $250 ===
 
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* Members can request the items via the white board or online form. The request should include a justification for the request of the item if this is not immediately obvious.
 
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* The treasurer will review the requests before each executive committee meeting. If the treasure feels confident on the justification of the request, the treasure may place the order.
 
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* At executive committee meetings the treasurer can optionally review these requests with the executive committee, if they feel the need.
 
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=== $250 to $500 ===
 
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* Members can request the items via the white board or online form. The request should include a justification for the request of the item if this is not immediately obvious.
 
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* At executive committee meetings the treasurer will review requests with the executive committee
 
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* If the members present in the committee meeting come to a unanimous decision supporting the purcahse, the purchase is made. Otherwise, the treasurer reports to the requesting member reasons for the decline in the purchase request.
 
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=== over $500 ===
 
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* Members can request the items via the white board or online form. The request should include a justification for the request of the item if this is not immediately obvious.
 
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* At executive committee meetings the treasurer will review requests with the executive committee
 
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* If the members present in the committee meeting come to a unanimous decision supporting the purchase, the item is brought to vote for all active members of MakeICT. If members vote majority for the purchase, the purchase is made.
 
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== Inventory ==
 
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No active database will be kept of all inventory at MakeICT. Instead, it is expected that all members of the MakeICT will help in maintaining organization and stock of necessary items. Specifically, as members see needs for items, they can request them via the white board or online form or order them and ask for reimbursement as explained above. (FIXME: somebody in the executive committee at) MakeICT will ensure that there is always an ample supply of empty bins and drawers for new inventory as it arrives. When new inventory arrives, members can add them to the draws/bins as they see fit and label accordingly.
 

Latest revision as of 08:04, 31 August 2023

  • Each lead has an approved budget for equipment, ongoing maintenance, upkeep of their area, and incidentals. Leads must keep a receipt for all items purchased and deliver these to the treasurer monthly.
  • The lead may make purchases of supplies and/or tooling without area/committee vote for purchases in amounts less than $500, or 1/3 of the committees total fund balance, whichever is smaller.
  • Purchases for items within budget exceeding $500 require a majority vote of the area/committee at the next regularly scheduled area/committee meeting, or at a duly called emergency meeting, or by a vote of the board of directors.
  • All purchases shall be reported to the treasurer, and any current committees which deal with finance. Inventory must be notified of equipment purchase valued at $50 or more.
  • Reimbursements may be made of equipment purchased with the oversight of the lead within budget.
  • Targeted donations for areas/committees may be collected to increase a budget without board approval. The treasurer must first be notified so a code for the donations may be created. Donations must specify the correct code so the treasurer may accurately track the funds.  The treasurer will adjust the budget according to the target of the donation after it has been collected, in addition to recording the specific purpose of the donation.
  • Members who identify items that need to be purchased for the makerspace should email the appropriate lead or treasurer to request the item to be purchased. Alternatively, the member may consider buying it themselves and donating it to the space. Like all other donations, these donations must be approved by the lead.

Approved by the board on February 15 2018 and December 15 2022

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