ACES-CAKE is legally responsible for the physical space that we are renovating. Administrators of ACES-CAKE are responsible for the outcomes of renovation activities. They are the de facto coordinators and facilitators of renovation activities. Anyone can take initiative to propose and execute tasks within the following frame of rules.

Moreover, ACES-CAKE has received specific instructions for how the renovation should be done, from the building owner. These instructions have been already incorporated into a master plan, a 3D model of the entire space. All affiliates can let their creativity loose and take initiative, as long as the basic requirements of the landlord are respected. ACES-CAKE as veto power over initiatives if they don't respect these basic requirements, provided that the exercice of this power is properly explained and documented.

All major renovation activities MUST be communicated to the landlord! This has been stipulated in our contract. Therefore, the landlord has the ultimate veto power.

Proposition for important, disruptive of high risk tasks / activity items

DEFINITION:
Tasks that require a large effort and/or that present a large risk to the network, that require important modifications to the building/space, or that can disrupt the activity in the lab in a major way.

GENERAL ATTITUDE:
Take initiative but:
* Act transparently, have the initiative documented and communicated to allow others to know what you intend to do.
* Act collaboratively, have the initiative documented and invite others to build on your ideas
* Invite participation, make space for others to contribute with resources

STEPS TO FOLLOW - a lazy democracy approach
* Have your intention documented in a place that is open to others (Google doc for example). Have plans or models made if needed, set time parameters, level of importance priority, estimate required resources, make parts lists, estimate risks, nuisances, ...
* Share it with the SENSORICA community on the general mailing list with the mention "Renovations important", attracting the attention of those who are more active or directly concerned. If the action is about major changes to the physical space or building make sure the intention is shared with CAKE administrators and the building owner.
* Allow enough time, in proportion to the complexity of the issue and its importance for people to take notice and react. If needed, come back with a reminder. Use commun sense.
* Allow those who want and can contribute with ideas or resources to do it, within the timeline.
* If someone raises a Red Flag you need to stop and open a consensus building session. Raising a Red Flag requires an explanation of the reason, demonstrating why this initiative would cause harm, and the proposition of a path to make the initiative better. Simply opposing the initiative doesn't make it a Red Flag.
* If no one raises a Red Flag after the time delay for feedback, reactions, contributions, you can go ahead and execute.

NOTE: Those who abuse of using the Red Flag power will be sanctioned by the community in an open process.

If you are not confortable with the process ask for assistance. Start with the administrators of CAKE.

Use commun sense
* always ask others before you do something important
* respect those who bare responsibility or those who have a lot of investment in SENSORICA
* try to diminish risk for the network

Proposition for purchasing

Proposal for Purchasing Process / Criteria for high cost items:

• If necessary, have plans made to show what you intend to do and share it (transparency)
• Identify materials that meet the builder's code (i.e., materials needed for renovations within the new space). Have a list of things you need to buy made and share it (transparency)
• Contact the SENSORICA community for feedback (use main mailing list). Set a precise and reasonable delay time for people to absorb and to react, and. Ask for feedback, new ideas (openness, participation, better design)
• Confirm that materials are NOT available free / by donation.
• Benchmark prices of materials against (Habitat) Restore or Ecocenter price lists.
• Check Kijiji (or other 2nd-hand materials sites) for availabilities.
• Confirm checklist complete on community tool (e.g.. Loomio, Slack, etc..)
• Make purchase (the purchase becomes the trigger for the specific renovation / task to begin.
• Apply for compensation for purchase from ACES-CAKE custodians / community accountant.

Possible scenarios

• Someone will oppose the idea, that's a Red Flag and you need to open a consensus building session.
• Someone might think that what you want to do is not important enough to be paid with the community money, without opposing the idea. This is not a Red Flag. You can go ahead and support the initiative yourself and log your spending in the NRP-VAS if others support it, OR you can propose a democratic measure to see if you can overcome that person's opinion.
• There is no money for your initiative in the custodian's account for community building. In that case you can finance your initiative and log it as a debt to be reimbursed with priority. [see precedent with Tibi]

If you are not confortable with the process ask for assistance. Start with the administrators of CAKE.

NOTE: If you purchase something without going through all these steps you assume the risk of not getting reimbursed. The option would be to log the expenses as a contribution to SENSORICA, if the spending is somewhat justified. We have a very limited budget.

DEFINITIONS

• High cost = 50$ or more for the entire purchase.
• High risk = something that would physically harm people, something that would require more than 100 hours in work to undo, or more than 1000$ in cost to undo, or something that would affect the reputation of the network in a negative way, ...