Mission-driven Spending Decisions

Ace is in the business of disrupting systems that have kept makerspace resources and benefits siloed to people of privilege. Key to that is creating welcoming inclusive environments and experiences for all types of users. We pay special attention to factors that may have kept  Black, Indigenous, People of Color, transgender, gender-nonconforming, LGBQ+, and people living with disabilities out of makerspaces.

Here are some of the questions we ask before making a decision to acquire tools and equipment no matter the acquisition method.

• How many people will be served by this equipment?
• What community need will this resource fulfill?
• Do we have space for it?
• Could new users access it? What training would we need to support that?
• How many members will benefit from this new tool (guestimate)?
• Is the training needed to make this tool easy, moderate or complex?
• How expensive is this tool to run?
• Do we have the expertise in-house to maintain this tool?
• Do we have the resources in-house to maintain this tool?
• What liability risks may be introduced by this tool or batch?

Donations

ACE is often offered tools and “obtainium” as donations. Before we accept donations the officers and/or stewards go through the following decision-making process.

• Do we have space for it?
• Could new users access it? What training would we need to support that?
• Does it replace an existing tool?
• If so what is the exit plan for the tool being replaced?
• How many members will benefit from this new tool (guestimate)?
• Is the training needed to make this tool easy, moderate or complex?
• How expensive is this tool to run?
• Do we have the expertise in-house to maintain this tool?
• Do we have the resources in-house to maintain this tool?
• What liability risks may be introduced by this tool or batch of goods?
• If it is a batch of “obtainium” how soon will it be converted to an actual thing or used in a program or project?

The answers to those questions will lead the group of stakeholders to a decision about accepting the tool or stuffs.

All donations must have a very specific donation letter sent to the person donating the item.

Accepting Donations

Once the decision is made to take a donation the person or team who made the decision is responsible for receiving and managing the tool or goods. This includes storage, labeling, distribution, and associated education.

Folks may not drop off donations of materials, tools or goods without having an established contact person to receive and manage the items.

Crowdsourcing

We have found that while the membership may be very vocal and enthusiastic about acquiring something that enthusiasm frequently does not translate to engagement (upkeep or use). We, therefore, use a two-thirds/one-third model for most tool and equipment acquisition including replacement. Accessing the two-thirds/one-third requires pre-approval by an officer.

ACE is very strategic about buying tools or replacements completely out of ACE funds. Crowdsourcing is the primary method for acquiring new tools and equipment.

How it works

An interested member, often a Steward, consults with the ED or authorized officers about a new or replacement tool acquisition. They discuss many of the critical data points similar to those described in the donation criteria. This is usually a quick conversation.

Once a crowdfunding campaign is approved the primary stakeholder uses the org resources and their own creativity to raise two-thirds of the funds needed. When the funding goal is reached ACE kicks in the remaining one-third and the new tools or equipment are acquired.

Resources

We have robust systems for communicating with the members as well as a healthy online presence with over 4k people and the greater public. These systems include:

• Facebook Campaigns
• Twitter Campaigns
• Direct Email Campaigns
• Slack outreach campaigns
• IRL outreach

We collect funds directly throughout the website which helps us keep more of the money contributed. The Store Manager can help set up a donation product on our website.

The Marketing Coordinator can provide assistance helping members run their fundraising campaign as can the Fundraising officer in some cases. The point person or member forwarding the campaign is ultimately responsible for fundraising efforts.

100% AMT Funded

In order to meet our mission, ACE may fully fund equipment and tool acquisition. The decision to do so rests with the officers, primarily the ED in collaboration with Stewards or Leadership Teams. The method of funding, if not budgeted for, is primarily to take funds from the operational reserve of the programs, fund the acquisition. Otherwise, it is budgeted for. The premise is that the tool or equipment will foster sustainable income to refill the operational reserve over time or will help fulfill the Ace Mission in a significant way.

This policy applies to items outside the Stewards discretionary budgets.