Leads Policy

Scope: This policy outlines the expectations for leaders of a group.

The use of group, area, and committee may often be interchangeable. For the sake of this policy, “group” is used in many places instead of specifying “area and/or committee” every time.

Selection of Leadership

MakeICT groups may be led by leads, co-leads, and/or assistant leads.

• Leads and co-leads require board approval. A single purchase card will be assigned to the group to be used by leads and/or co-leads and subject to the Purchases and Reimbursements Policy.
  • Note: The board will not appoint both a lead and co-lead simultaneously.
• Assistant leads do not require board approval and may not have a purchase card.

Committees and areas may be run by one lead or by multiple people who share responsibilities (co-leads). If a committee or area does not have a lead/co-leads, the board of directors will serve as co-leads.

Each group shall recommend a lead or co-leads for board approval at the September board meeting each year. If a group still does not have leadership in place by the December board meeting, the board will serve as co-leads until the position is filled.

The group leadership shall have at minimum one assistant lead, or two co-leads.

Responsibilities of Leadership

1. Organizing volunteer activities needed to operate and maintain their assigned resources.
2. Organizing classes/authorizations for area resources (Note: anyone may teach a class, this is not meant to be a duty that rests solely on the lead)
3. Providing reports on the status and activities of the group prior to each month’s board meeting
4. Maintaining finances for the area
   1. Beyond staying within budget and handling the payment card per its policies, this requires submitting a budget for the next calendar year by October 31st.
5. Maintaining the safety of the group spaces and the safe operation of all equipment.
   1. This includes any requirements as mandated by our certificate of occupancy, building codes, insurance provider, and other applicable laws.
6. Maintaining an accurate inventory of all tools and equipment
7. Informing members of the rules established by the group (see below)
8. Keeping the email list for the group up-to-date in coordination with IT
9. Any contracts or other agreements must be approved by the board of directors prior to any agreement taking effect.
10. Ad-hoc positions with spending authority, or administrative access to MakeICT resources, require the approval of the board of directors.

Authorizations

1. Area leads are responsible for maintaining access policies in their area for any tool or equipment requiring authorization.
2. New or modified access policies must be approved by the board before going into effect.
3. Authorizations may vary in scope to include a single authorization for the entire area or authorizations for a single tool or piece of equipment.
4. Authorization classes should be offered no less than once per month.

Area-Specific Rules

Each area’s lead and group must post rules for the area in two places:

1. Conspicuously within the physical area itself
2. On the area’s wiki page

Areas have individual needs regarding the safe and orderly use of equipment and materials - rules to govern these are determined by each area group. These rules are not policy and therefore don’t require board approval, but the goal is making the area run smoothly so they should be fair and appropriate to that area.

Conflicts

Area leads may deny access to members on the basis of behavior considered unsafe for the member or other members in the area, or unsafe use of equipment in that area, but the lead must immediately inform security of the action and the reasons for it.

The Code of Conduct applies equally to all members - including area leads, and any interpersonal conflict that can’t be resolved immediately should be reported (by either party) to security and the board of directors, rather than disrupt the atmosphere in the area.

Approved by the board on April 17th 2025