Sahana Project Council

The Sahana Project Council (SPC) is a decision-making body that allocates SSF funding to eligible projects.  It is composed of representatives of projects that advance the mission and goals of the SSF.  These projects can be internally focused (ex. Communications & Operations Project which manages the website, nonprofit compliance, etc) and they can be externally focused (ex. Disaster Response Project.)  Projects are admitted to the SPC by a vote of SPC members.  Once accepted, projects are invited to select one or more of its members to represent the project at the regular SPC meetings where decisions are made pertaining to member funding and SPC operations. Peer support is also encouraged.

The SPC is chartered, funded and overseen by the SSF Board.  By participating, projects are required to follow the SPC Project Guidelines documented below.

This is a living document maintained by the Sahana Project Council (SPC) with the intention of being approved by the SSF Board of Directors.  Once approved, additional changes to this document must be agreed upon by the SPC and approved by the SSF Board to be in effect.

Description

Guidelines

Benefits

Process

Joining the SPC

Leaving the SPC

Meetings

Projects

Description

Guidelines

Projects must meet the following criteria to qualify to join the SPC:

Benefits

The SPC can mobilize a number of resources to support member projects, including:

Process

The Operations project offers templates and will assist projects in meeting these requirements.

All SPC projects are required to maintain specific sets of information about their projects, which includes:

Projects willing to meet our requirements are invited to apply to join the SPC.

Joining the SPC

Projects can access the SSF resources above by joining and participating in the SPC.

  1. Projects can apply to join the spokescouncil by filling out an application.  Applications are automatically sent out to the entire SPC membership.
  2. If the project meets the SPC project criteria, the applicant will be invited to present at the next available presentation time slot. Project scheduling will happen on a first come, first serve basis.
  3. Projects are invited to give a 3-5 minute presentation about themselves to the SPC.  These presentations may be recorded and published to the site. SPC members are invited to ask the project applicant(s) questions for 7-10 minutes.
  4. After presentation, SPC members deliberate about accepting the project in private. One member must sponsor the project.  Once a project has a sponsor, it must receive over 80% approval from the membership to be accepted into the SPC. This  session should take no longer than 7 minutes.
  5. When a decision is reached, the applicant(s) will be invited back to the call to hear the verdict.  Whether the project is accepted or rejected, its applicants can attend the open portions of the SPC meeting but can’t participate as an SPC member.
  1. If the project is accepted, it will be asked to provide additional documentation (see below).  This documentation will be added to the public website and private SSF system.
  2. If the project is rejected, the spokes council will provide feedback explaining the reasoning behind this decision.

Applications

Projects applying to the SPC must provide the following information in their application:

Applying for Funding

Once accepted, projects are invited to apply for funds from the SPC by providing the information below.

Leaving the SPC

Projects can be removed from the SPC for the following reasons:

Meetings

SPC meetings are regular gatherings of SPC members.  They take place every month at a regular time publicized through the SSF calendar via online video/voice conference.

Projects are required to maintain a list of people who can represent them in the SPC.  Anyone on that list (but only one) can represent the project at an SPC meeting.

The purpose of meetings is to do the following:

The basic agenda structure for meetings is:

The following is a list of notes about process and procedure:

Projects

Most up to date information project information here.