501c(3): SW Trails is serving as the fiscal sponsor and board to bootstrap SW Portland Tool Library for a small percentage of donations to cover overhead. SW Trails' donation site and EIN information can be found here.
There was also interest in storing and perhaps lending the SW Trails tools.
In speaking with the NEPTL they started with a similar arrangement initially out of a neighborhood organization, and did not have their own 501c(3) until 2018. The East Portland Tool Library similarly is starting under a fiscal sponsor.
Grants received (and very much appreciated):
- William and Emmy Lawrence Family Fund
- Metro Reuse Funding
Finance/Grant notes:
- A "suggested donation" for membership (as opposed to requiring a one-time payment) is important to maintaining nonprofit status. Civic Life does not want this called "membership" but we still require users to sign the indemnity/contract to use/return tools, which is the "membership" (contract signed) aspect.
NEPTL funding is almost entirely based on these donations and late fees.
- Current suggested one-time donation for SWPTL is $20, understanding the donated amount may be less. At the lower end of the one year budget below, this would require 299 members contributing full membership.
- A grant was used to bootstrap NEPTL, and NPTL did seek/receive grants in order to build an annex.
- Suggested grants to pursue and timelines, for outcomes: environment/conservation, communities/social service, training, health
- Metro Central (NW waste reduction) - Info: October, Apply: December, Fund: April
- FEMA Preparedness (w/NETs) - Apply: May, but other grants available now
- Portland General Electric Foundation (education/creative) - Apply: May 27, Fund July 7
- Oregon Community Foundation (community livability) - Apply: Mid-June, Fund: Mid-November
- Trust Management Services (community service) - Apply: August 15th
- Umpqua Bank Charitable Foundation (housing support) - Apply by September 1
- Onpoint Community Giving - Apply: August 1 - September 15
- This year's organization costs (annual): PBOT site rent ($2750), container rent ($1260), insurance uplift rider ($259), web presence/inventory software ($72), tool purchase/replacement/repair costs ($1000-5000). Total of $5,430-9,430 annually.
- Recurring costs and 10% overhead for financial sponsorship bring current year annual estimate to $5964 which was used to derive the membership numbers above.
- No paid staff - decreases paperwork and puts less pressure on finances.
- Items to use grants for: tools, future location (though operating expenses and capital campaigns are typically excluded by grants), training opportunity hosting cost (ie. community training/supplies to weatherize homes), website improvements (needed, but probably not grant-worthy).
Consumables: Other tool libraries ensure tools go out with a consumable (such as a sanding belt), users pick up and sometimes return extras. Cheap safety gear (glasses, masks, gloves?) would encourage safe tool use.
Sponsors (possible): Aboy, Parr Lumber, other (non-tool oriented) businesses (Lucky Lab?)
Software: Tool Librarian splits hosting cost for SaaS between all libraries, so our portion is ~$72. Concerns about long-term maintenance of software and arrangement, but otherwise price and features are fair. In use by NE/SE/E/Green Lents libraries.
No tool reservations in the software. Seattle Tool Library has 2hr reservation to allow users commute time to pick up tools.
Our Tool Librarian Admin Instance Tool Librarian Docs
Commercial SaaS equivalent: MyTurn (in use by NPTL and Portland's KitchenShare.org)
Possible open source software to base a solution on: Koha