How to buy things

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Scope

Consumables

The Hackspace has a list of consumables which are pre-approved for purchase by members.

Low Value Purchases

For low value purchases approach one of the members of the Management Committee with your idea. See below for what to do.

High Value Purchases

This draft process is intended as a guide for purchasing/acquiring any significant piece of equipment/infrastructure. All important decisions must be made through an agreed one click orgs proposal. The list below is a summary of what is expected to be included as part any proposal. The process also covers what happens after purchasing.

Consumables

The following is a list of consumable products which are automatically approved for purchase without needing consultation. Reasonable care should be taken to obtain products which represent good value for money, though it is not necessary to buy cheap for cheap’s sake.

Welfare items

  • Toilet roll
  • Hand soap
  • Hand cleanser (e.g. Swarfega)
  • Toilet cleaner (e.g. Bleach, Limescale remover)
  • Antibacterial kitchen/bathroom spray
  • Washing up liquid
  • Washing up sponges or similar
  • Floor cleaner
  • J-cloths

Office consumables

  • Pens
  • Pencils
  • Whiteboard markers
  • Printer Paper

Workshop/making consumables

  • Oil/grease/lubricants/cutting compounds for machines
  • Solder
  • Tape (electrical, gaffer, masking, blue, general purpose)
  • Glue (wood, plastic, hot, stick, cyanoacrylate, etc)
  • Knife blades
  • Heatshrink
  • "Blue Roll" paper wipes
  • Rags
  • Drills (once we have a drill set we will need to maintain a stock of replacements for sizes too small to resharpen. This will build up over time.)
  • Cleaning products/solvents.
  • Saw blades (hacksaw,fret saw, coping saw, band saw, scroll saw, jig saw, bench/circular saw,...
  • Router bits.

Other items (possibly)

  • Screws/assorted fasteners
  • Nails
  • Stripboard
  • Components?

Kitchen Supplies

  • Tea
  • Coffee
  • Sugar
  • Coffee machine maintenance supplies
  • Milk

Low Value Purchases

If there is some equipment that you believe the Hackspace really needs which costs less than £XXX then you can approach one of the members of the Management Committee with your idea. They will discuss it at the next Management Committee meeting and advise you of their decision. It will help if you can provide some supporting information as to why you think the Hackspace should have the thing.

High Value Purchases

Before purchasing/installation

Data Gathering

To help provide all the information we need to assess the purchase we ask that the proposer creates a wiki page covering the topics outlined below. To help with this we have created a TEMPLATE (to be created and linked here)

  1. Who, What, When, Where, Why..?
    1. Who is proposing it?
    2. What is it?
    3. What is it for?
    4. How will it benefit the Hackspace?
    5. Why is this the best one to get?
  2. What will it cost?
    1. Purchase cost
      1. Equipment cost
      2. Delivery Charges
    2. Installation Costs
      1. Does the equipment have commissioning costs?
      2. Cost of providing any additional services to run the equipment.
    3. Operating cost
    4. Maintenance cost
  3. Where is the money coming from?
    1. Savings
    2. Membership pledges
    3. Donation
    4. Grant
  4. Where is it going to go?
    1. Where in the Hackspace will it go?
    2. Where will the consumables/spares go?
    3. Does it need any specific installation provisions (power, water, ventilation, extraction, air etc.)?
  5. Who is going to look after it?
    1. Have at least two responsible volunteers?
  6. What are the Health and Safety risks?
  7. What are the insurance implications?

Approval

Get agreement from the Membership, Management Committee and Directors. These decisions used to be made on on-click.org but the site has ceased to exist so we will need a new approval process.

Buy it

Once the purchase has been agreed it is time to buy the equipment. Once the purchase has been made, if applicable, get reimbursed by treasurer.

Install it

After installation

  1. Write up the documentation:
    1. Risk assessment
    2. Training process
    3. Operating procedure
  2. Set up training sessions
  3. Set up a maintenance schedule
  4. Label it

Claiming Expenses

Place holder for our expenses claim process and documentation.

For a starting point we have a spreadsheet. The functionality of which we hope to improve over time. Any spreadsheet wizards welcome to offer assistance.

Expenses Spreadsheet

20220402 Hackspace Expenses Spreadsheet First Draft

Further Reading

Related policys

Makespace

London hackspace

Nottinghack