Donation Policy
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Overview
Hive13 is a 501(c)(3) nonprofit Ohio Corporation, officially known as Sad Bee Inc. d.b.a. Hive13. The federal 501(c)(3) status means the IRS recognizes Hive13 as being tax-exempt by virtue of its charitable programs. Because of this status, donations to Hive13 are eligible to be claimed as a tax deduction, as detailed in IRS rules (link).
Hive13 accepts donations of money, equipment, and materials. However, all donations of equipment or materials MUST be pre-approved by leadership.
Hive13 also encourages members to bring in their own equipment to share with the community. We have several large/expensive machines available for all members to use that are on long term loan from individual members and are always looking for more. However, as with donations, all long term loans must be pre-approved by leadership.
It is additionally common for a subset of members to split the cost of building or purchasing equipment that is either too expensive or doesn't have broad enough support to pass a Hive13 Community Purchase Vote. Such Group Donations are considered cash donations, with the explicit agreement that the equipment donated is the property of Hive13 and available for all members to use. As with equipment donations, all Group Purchase equipment must be pre-approved by leadership.
Asset Tracking
Cash Donations
- If you do not need a donation receipt, cash donations of up to $25 may be left in the Donations and Food Money bucket in the Kitchen or in the black leadership mailbox/dropbox.
- If you would like to donate an amount greater than $25, or you need a Donation Receipt, you will need to give the money directly to a Director or Officer. Please fill out the Donation Receipt so that the the leader who receives the donation can sign it for you.
Material Donations
- Material Donations may be designated for use on a specific Hive13 improvement project, a group project, or for general use by any member.
- All material donations must be pre-approved by leadership.
- All material donations must be tagged with a Parking Permit if intended for a specific project or an Up For Grabs Tag if donated without specific intent.
- Hive13 projects/improvements and group projects have priority for all donations without a specific intended use.
- Donations without a specific intended use must be posted to Slack (whatever channel is most appropriate, or #discussion) or the Mailing List
- Donated materials may not be used by individual members until it has been determined that it will not be used for Hive13 improvement or group projects
- If the donation requires a Donation Receipt, please fill out the Donation Receipt so that a leader can sign it for you.
Equipment Donations
- All equipment donations must be pre-approved by leadership. Before accepting an equipment donation, the following details must be considered:
- Is space available for the equipment and will it require additional infrastructure to be operational?
- What is the operating cost of the equipment?
- Does it require consumables, and will they be provided by Hive13?
- What safety consideration are related to the equipment?
- How often will the equipment be used?
- If not a good fit for the space can Hive13 sell the equipment?
- Donations immediately become Hive13 property, and the equipment is then treated exactly as if it had been purchased from Hive13 budget
- The donor maintains no rights to the equipment that differ from any other member's rights to the equipment.
- As a courtesy, if the community decides to get rid of a donation, it may be offered up to the donor as first priority to take or buy back. However, if the community can get greater value from the item by selling it on an open market, it is Hive13's right to do so.
- All equipment donations must be tagged with a Hive13 Asset Tag and a wiki page created using the tool template to document it's ownership and status
- If the donation requires a Donation Receipt, please fill out the Donation Receipt so that a leader can sign it for you. Hive13 does not determine the value of equipment donations, it is up to the donor to declare the value of the donation.
Equipment Group Purchases
- An Equipment Group Purchase is an agreement between a group of members to buy equipment for Hive13 using personal funds, outside of the Hive13 budget.
- Equipment Group Purchases are commonly done for equipment that is either more expensive than the membership is comfortable with spending Hive13 funds to purchase, or is likely to be used by a smaller number of members than warrants using Hive13 funds to purchase
- It is up to any member's discretion whether or not to participate in a Group Purchase and to decide how much they are willing to contribute.
- It is not necessary for all contributors to a group purchase to contribute the same amount.
- All Equipment Group Purchases must be pre-approved by leadership. Before approving an equipment group purchase, the following details must be considered:
- Is space available for the equipment and will it require additional infrastructure to be operational?
- What is the operating cost of the equipment?
- Does it require consumables, and will they be provided by Hive13?
- What safety consideration are related to the equipment?
- How often will the equipment be used?
- Equipment obtained through a Group Purchase immediately becomes Hive13 property, and the equipment is then treated exactly as if it had been purchased from Hive13 budget
- The donors maintain no rights to the equipment that differ from any other member's rights to the equipment.
- If the community decides to get rid of equipment obtained through a Group Purchase, it is Hive13's right to do so.
- All equipment must be tagged with a Hive13 Asset Tag and a wiki page created using the tool template to document it's ownership and status
- Contributions to an Equipment Group Purchase are considered cash donations. If the donation requires a Donation Receipt, please fill out the Donation Receipt so that a leader can sign it for you.
Equipment Long Term Loans
- Long Term Loans are an arrangement where a member maintains ownership of the equipment, but leaves it at Hive13 for all members to use.
- In return for making the equipment available to members, Hive13 agrees to take on some or all of the maintenance and repair of the equipment while it is in the space
- The equipment must be available for all members to use, though certification may be required.
- The term of the loan must be agreed upon. Indefinite loans are acceptable, but if this is the case, it is requested that the owner allow a 6 week notice prior to the equipment leaving Hive13 so that arrangements may be made for a replacement if desired by the membership.
- The owner must be prepared to remove the equipment from Hive13 within 6 weeks in the event that the community determines it is no longer desired.
- All Equipment Long Term Loans must be pre-approved by leadership. Before Equipment on Loan is brought into Hive13, the following details must be considered:
- Is space available for the equipment and will it require additional infrastructure to be operational?
- What is the operating cost of the equipment?
- Does it require consumables, and will they be provided by Hive13?
- What safety consideration are related to the equipment?
- How often will the equipment be used?
- How long will the equipment be in the hive?
- Does Hive13 already own equipment that would be redundant to the loaned item? Preference should always be given to Hive13 owned equipment.
- All equipment on loan must be tagged with a Hive13 Asset Tag and a wiki page created using the tool template to document the equipment's owner and it's status
- Equipment Long Term Loans do NOT count as a donation, and are not eligible for a donation receipt.