Internal rules

Chapter 1: Persons and Organisations to which the Internal Rules Apply

These internal rules apply to all persons and organisations involved in maakleerplek. We ask all these people and organisations to comply with the internal rules. This includes the following categories:

• Members: maakleerplek welcomes a broad group of members, including volunteers, users, local residents, partners and tenants. Membership is flexible and is further defined in the articles of association of the vzw. As laid down in the articles of association, members have voting rights at the general meeting. Members are invited to take part in the community and can be involved in various ways.
• Core Partners and Sub-operations: These are organisations and internal structures that play an active role within maakleerplek and are represented in the Team. Sub-operations within maakleerplek vzw, such as the High Tech Lab or the Grafisch Lab, are treated on an equal footing with core partners such as maakbaar Leuven, MAAK bar, CasCo, and contribute to the mission and activities of maakleerplek. They help steer the day-to-day activities and take part in decision-making within their domain. An important difference between tenants and core partners is that core partners are represented in the team.
• Tenants: Organisations and individuals who rent spaces within maakleerplek to organise activities that contribute to the makers' ecosystem.
• Volunteers: People who commit to supporting maakleerplek by devoting their time and skills to activities, projects and operational tasks. This includes both the volunteers of maakleerplek itself and the volunteers of the core partners who are active at the physical location of maakleerplek.
• Staff: People employed by maakleerplek who, together with volunteers and core partners, support the day-to-day activities.
• The Team: This is the group that steers the day-to-day activities of maakleerplek. The Team consists of staff, volunteers and representatives of the core partners and sub-operations, and works together to realise the mission of maakleerplek.

Chapter 2: Vision and Purpose of maakleerplek

maakleerplek is a vibrant environment where 'makers making' is central. Our core mission is to foster a culture in which people actively get to work, discover, experiment and create. We believe that informal learning is a powerful way to develop skills and strengthen communities.

Workshops, activities and services such as the tool library and the repair hubs within maakleerplek are important ways of being open to everyone with a recognisable offer. They provide an accessible entry point to encourage people to take the initiative themselves and develop as makers. The space and the available infrastructure create opportunities for creativity, entrepreneurship and innovation.

Our activities are based on three pillars: education, art and circularity. We invest in education by offering space for experimental and experiential learning, in which both young people and adults are encouraged to develop new skills. Art is an essential source of inspiration and expression within maakleerplek, and we encourage artistic projects and collaborations. Circularity is central to the way we think and work: reuse, sustainable materials and innovative approaches contribute to a responsible and forward-looking maker culture.

An important aspect of maakleerplek is the involvement of various organisations and individuals who rent spaces and thus contribute to a dynamic ecosystem for makers. By making shared space and resources available, we strengthen mutual collaboration and the shared learning process, with the aim of building an inclusive and inspiring maker community.

Chapter 3: Responsibility for and Monitoring of the Internal Rules

All groups described in Chapter 1 subscribe to the framework of agreements of the internal rules. It is in particular the core partners, volunteers and staff who actively shape the vision of maakleerplek. The Team oversees this and coordinates its implementation.

The Team is responsible for monitoring compliance with the internal rules. Where necessary, the Team proposes changes to optimise the activities and policy of maakleerplek. These proposals are discussed within the Team and may lead to a revision of the rules.

Final approval of changes to the internal rules lies with the General Meeting. This body ratifies the proposed amendments and ensures that the internal rules remain in line with the mission and values of the vzw.

Chapter 4: How the Team Works

The Team of maakleerplek works in a dynamic and shared way, with the various responsibilities and tasks divided as roles among the team members. A role within the Team means that someone commits to a specific domain or task, with the necessary autonomy to fulfil and further develop that role. Roles can evolve and are adjusted by mutual agreement according to the needs of maakleerplek.

There is a regular work meeting that takes place weekly or fortnightly, depending on the needs and schedules of the team members. During these meetings, current matters are discussed, decisions are taken and the progress of the various roles is evaluated. In addition, we organise a role meeting when there is a need to redistribute or adjust responsibilities within the Team.

Through this flexible and collaborative approach, we ensure that maakleerplek continues to develop in an efficient and sustainable way, giving everyone involved the opportunity to make optimal use of their expertise and energy.

Chapter 5: Guidelines for Financial Decision-Making

All expenditure within maakleerplek must be covered by a legally valid invoice in the name of maakleerplek vzw and be provided with a clear identifier of the sub-operation concerned.

1. Small expenses (€0 - €100): Team members and volunteers with an assigned role may independently make expenditures of up to €100, provided these are necessary for their role and fall within the approved budget.
2. Medium expenses (€100 - €1,000): These expenses must be approved in advance by the coordinator of the sub-operation concerned and fit within the budget.
3. Large expenses (€1,000 - €5,000): The Team is consulted and must respond within 48 hours. Tacit approval applies if there is no response. The expenses must also fit within the approved budget.
4. Very large expenses (> €5,000): These require the approval of the director with the Finance role. For unbudgeted expenses, the full board is consulted.

Frequently Asked Questions (FAQ)

• Does the full board or team have to agree explicitly to large or very large expenses?
  No, anyone who does not respond to a proposal within 48 hours is deemed to agree tacitly.
• What happens if an expense is urgent and there is no time for consultation?
  In emergencies, the coordinator or a board member with the relevant authority may act independently, provided the decision is justified to the team or board afterwards.

These guidelines ensure smooth and transparent decision-making and safeguard a responsible financial policy within maakleerplek.

Chapter 6: Communication

maakleerplek strives for clear and coherent communication to the outside world. Core partners and sub-operations have their own identity and offer, including open labs, repair initiatives and activities. They may carry out their own communication for these, but always in line with the shared vision of maakleerplek.

To create a clear and strong image towards the outside world, everyone contributes to a shared calendar. Activities of tenants who are not core partners are also integrated into it. This promotes the visibility and coherence of maakleerplek as a whole.

The Team plays a central role in managing the shared calendar and coordinating joint communication. By working together and aligning, we strengthen each other's activities and increase the impact of maakleerplek as a platform for makers.

Chapter 7: Use of the Spaces

Labs and workshops

Tenants provide their own materials. All units are delivered as a bare shell, as recorded in the move-in inventory of condition, unless otherwise agreed between maakleerplek vzw and the tenant. Tenants may fit out their unit themselves, but must follow the safety regulations.

Tenants are responsible for all material they provide and are obliged to remove it after the termination of the agreement.

It is prohibited to nail, stick, paint or apply any adhesive to façade elements, windows, doors, panels, walls and floors without the permission of the coordination team of maakleerplek vzw. Repair costs or extra cleaning may be charged.

Common areas

Furniture that has been moved and used in the common areas must be returned neatly to its original place. The common areas must be left clean and tidy and, in the spirit of our way of working, ‘better’ than you found them.

Meeting rooms:

Only book rooms if you will actually use them and will be present at the meeting yourself. Cancel the room as soon as you know you will not need it after all.

Use of the meeting rooms belongs primarily to people who rent a coworking desk and staff of maakleerplek vzw or core partners. Other members and volunteers must first request this via info@maakleerplek.be.

Kitchenette:

After using the kitchenette in the coworking space, the following is expected:

• Clean the worktop and the sink.
• Deposit all waste in the waste containers outside the building.
• Leave the floors clean.
• Switch off all electrical appliances.
• Wash, dry and put away used kitchen utensils, plates, glasses, cups and cutlery in the place and in the way in which they were provided.

Use of the kitchenette belongs primarily to people who rent a coworking desk and staff of maakleerplek vzw or core partners. Members and volunteers may also use it, but must never compromise the convenience of the primary group.

Courtyard:

The courtyard may be used for activities of tenants and core partners, but must remain available as a passageway at all times. Please always request this first via info@maakleerplek.be. After use, the courtyard is left in the same condition: furniture is put back as before and litter is cleared up.

Canteen:

After using the Canteen, the following is expected:

• Clean the worktop and the sink.
• Deposit all waste in the waste containers outside the building.
• Leave the floors clean.
• Switch off all electrical appliances and turn off the cooker.
• Wash, dry and put away used kitchen utensils, plates, glasses, cups and cutlery in the place and in the way in which they were provided.
• Put the furniture back and clean it if necessary.

The occupant is permitted to operate the Canteen with the sale of drinks and snacks/small meals, with the exclusion of:

• the installation of drinks, sweets and other vending machines, unless express permission for this is given by maakleerplek vzw;
• the sale of tobacco products;
• the installation of gaming and gambling machines;
• other activities that are not in accordance with the intended use of this unit;

This operation may in no way hinder or disturb the activities in the other units.

Music must be managed in such a way that it does not disturb the users of the other units.

The occupant must respect the legislation on the smoking ban.

In general, the occupant is obliged to comply strictly with all laws and regulations applicable to the operation and running of the business. The occupant is deemed to inform themselves sufficiently about this.

maakleerplek vzw bears no responsibility whatsoever in this respect.

The operator of the Canteen has an important impact on the image of maakleerplek. The occupant shall therefore ensure that the operation is carried out with the necessary courtesy and care towards the public.

Use of the canteen belongs primarily to its tenants. core partners may also use it in consultation with the coordination team of maakleerplek vzw; this is requested via info@maakleerplek.be.

Toilets and washrooms:

The toilets and washrooms are accessible to everyone at maakleerplek. Together we keep the facilities clean, with toilet paper, soap and towels available. Use of the shower belongs primarily to people who rent a coworking desk and staff of maakleerplek vzw or core partners.

Chapter 8: Mobility (loading and unloading, parking, …)

No parking for vehicles is provided on the site. There are several public car parks in the area that can be used:

• Parking Tweewaters: next door, first quarter of an hour free
• Parking Vaartkom: 5 min walk, first hour free on weekdays and first 4 hours free at weekends
• Parking Minckelers: 5 min walk, paid
• Carpoolparking Herent (car-pool car park): 30 min walk, free

There is a bicycle shed next to the lift on the canal side and one at the head of the Zakkenkuiserij on the city-centre side. We prefer to keep the courtyard free of bicycles.

Loading and unloading can take place under the conditions for traders in the low-traffic Tweewaters district. Deliveries for the units can be made via Stapelhuisstraat or Stapelhuisplein.

Core partners and tenants undertake to inform their visitors of the mobility policy applicable on and around the site and encourage them to come to the site by bicycle or public transport.

Chapter 9: Noise

Machines must comply with the EC Machinery Directive. Noise emitted to the outside environment must be limited to 60 dB, in accordance with the VLAREM II guideline values.

During outdoor activities, due care will be taken to keep the noise level within the legal limit.

To avoid nuisance and out of respect for the neighbours, we ask that no noise be made in and around the site after 10 p.m.

If a police report (PV) is drawn up resulting in a municipal administrative fine (GAS fine), this shall be borne by whoever caused the nuisance. .

Chapter 10: Opening Hours

The activities at maakleerplek are about making and learning and are aimed at organisations and individuals, both during office hours and in leisure time.

The site is accessible 7 days a week, 24 hours a day for core partners and tenants. Each unit determines its own opening hours for its regular activities (both internal and external). Staying overnight on the site is never permitted.

maakleerplek vzw does not provide a reception function. The core partners and tenants are themselves responsible for the reception function per unit and must carefully lock the building and/or the units after each use. The last person present on the site checks that the heating is off, the lights are off and the various external doors are correctly locked.

Chapter 11: Events and Activities

In addition to the regular activities, activities and events may take place at maakleerplek that fit within the working framework of maakleerplek and tie in with the regular activities of the units. These must be discussed with the maakleerplek team if more than 50 attendees are expected.

Occasional (large) activities with live music (which do not fall within the regular activities) must always be discussed with the team. Together we will assess whether an application via the ‘use of public space’ (inname openbaar domein) procedure is necessary.

Chapter 012 Key Management and Badge

Keys and key tags:

The keys and key tags that a staff member or volunteer of maakleerplek or a tenant receives, both for the common parts of the building and for the unit itself, are at all times the responsibility of the recipient. A key agreement is concluded with each individual who receives one or more keys or key tags, setting out the following conditions:

1. The key tag is provided free of charge for as long as the undersigned is registered or employed as a volunteer or staff member at maakleerplek vzw, or is a tenant of maakleerplek vzw.
2. If the key tag is lost, a fee of €50 will be charged.
3. The undersigned is obliged to return the key tag immediately if he/she is no longer registered or employed at maakleerplek vzw or a tenant of maakleerplek vzw.
4. The personal data of the undersigned are processed solely for the management of the key tag and access control, in accordance with GDPR legislation. These data are stored securely and not kept longer than necessary for the above-mentioned purposes. The undersigned has the right to access, rectify and erase his/her data as provided for by the GDPR.

Each tenant is entitled to 2 keys or key tags provided free of charge. Copying of keys and key tags is only permitted by the coordination team. A charge of 50 euros is made to the tenant for each extra key or key tag.

The occupant is not permitted to install locks themselves. Both maakleerplek vzw and the City of Leuven must have access at all times.

Digital access rights:

Digital access rights (such as access codes, badges or applications) may be granted on request to volunteers or staff of a tenant. a tenant must handle these access codes as a good head of household (goede huisvader). a tenant undertakes to notify the coordination team spontaneously as soon as certain access rights need to be revoked (for example when a staff member or volunteer leaves). In addition, a tenant undertakes to review and update the list of granted access rights at least once a year, in consultation with the coordination team of maakleerplek.

Badge:

The badge that a tenant receives for the retractable bollard on Stapelhuisstraat is at all times the responsibility of the tenant. If the badge is lost, the costs of making a new badge will be charged to the tenant. maakleerplek vzw can never guarantee that every tenant can receive a badge, but a badge can always be borrowed via the coordination team of maakleerplek vzw.

Chapter 013 Waste Management

maakleerplek vzw provides a waste collection service for the fractions residual waste, paper and cardboard, organic waste (GFT) and PMD (plastic packaging, metal packaging and drinks cartons). Containers (outside) and rubbish bags (in the rack in the kitchenette) are provided for this purpose. Everyone shares responsibility for ensuring that:

• waste is sorted correctly;
• full rubbish bags and cardboard boxes are deposited in the correct containers;
• in the case of PMD and residual waste, only closed bags are deposited in the containers.

The fractions that are the responsibility of the tenants (both organisationally and financially):

• Glass: either the bottle bank at the front of Stapelhuisstraat or the recycling centre
• Bulky waste: recycling centre
• Construction waste: recycling centre
• Electronic waste: recycling centre
• Others

Chapter 014 Safety

The safety standards imposed by the fire brigade and the police of the City of Leuven must be strictly observed. The tenant is liable for accidents that are the direct or indirect result of exceeding the maximum number of persons permitted in the building and/or the rooms. If these maximums are exceeded, maakleerplek vzw can never be held responsible for any accidents resulting from exceeding this capacity. Liability then lies entirely with the tenant.

All exits and emergency exits must be kept clear. The exits may never be bolted or locked with a key during activities in the space. The ‘exit’ and ‘emergency exit’ signs must always be clearly visible. All fire-fighting equipment (fire hose reels and fire extinguishers) must always remain clearly visible and accessible.

The standards and regulations on fire safety must be respected. Basic fire prevention measures are in place. Rooms must always be accessible to the emergency services. So make sure that nothing obstructs the passage and that the entrance door is not locked.

The emergency lighting of the rooms must never be switched off. The emergency doors must always be kept clear and remain closed. No fittings or lighting may therefore be installed on the emergency doors.

Each tenant or core partner is responsible for providing the appropriate safety materials. This includes a first-aid kit and any type of PPE deemed necessary for the use of the machines present.

Each tenant or core partner with open activities undertakes to appoint a safety coordinator who does a monthly round. All points for attention are recorded in a safety action plan, and this is to be acted upon.

Emergency numbers:

• Medical assistance and fire brigade: 112
• Police: 101
• Poison Centre: 070 245 245
• Smell of gas: 0800 65 0 65
• maakleerplek coordination team: 0469 43 27 19

Chapter 015 Alcohol, Smoking and Drugs

Act of 14 November 1939 on public drunkenness.

It is prohibited to serve alcohol to anyone who is obviously drunk. It is also prohibited to make someone drink (administering or encouraging). The organiser may be held liable. “Act containing various provisions on health” (Act of 10 December 2009).

It is prohibited to sell, serve or offer alcohol to under-16s. Alcohol means any drink or product with an actual alcoholic strength by volume of more than 0.5% (beer, wine, champagne, cava, ..)

It is prohibited to sell, serve or offer spirits to under-18s. Spirits means a distilled drink with an actual alcoholic strength by volume of more than 1.2% (alcopops, vodka, whisky, gin, jenever, cognac, liqueur, port, cocktails, based on these drinks.

Drinks are not sold in bottles. Bottles must remain behind the bar and out of reach of those present.

An absolute smoking ban applies in all parts of the building, in the underpass at the white gate and under the canopy. The smoking areas are located in Stapelhuisstraat at the white gate and in the courtyard behind the canopy towards the city centre. An ashtray is provided in both smoking areas.

maakleerplek has a zero-tolerance policy towards drugs. If misuse is detected (use, possession, cultivation and/or sale), the police will be informed and an official police report may be drawn up.

As a core partner or tenant, you are responsible for monitoring compliance with this ban.

Chapter 016 Cleaning

Cleaning of the common areas, preventive maintenance of the site (cleaning gutters, …) and technical maintenance of the site (boiler, emergency lighting, …) are the responsibility of maakleerplek vzw.

Each tenant must take care of the maintenance of its own unit, machines and materials, unless otherwise agreed with maakleerplek vzw. Everyone at maakleerplek shares responsibility for the cleanliness of the common areas as described in Chapter 7: use of the spaces.

Together with the core partners, we commit to holding a coordinated larger tidy-up and cleaning day a few times a year. The coordination team of maakleerplek takes the lead in this

Final provision

These internal rules are a living document that evolves with the activities and values of maakleerplek. They were drawn up in consultation with those involved and aim to provide a clear and broadly supported basis for the shared use of the space, collaboration and mutual respect.

In situations not provided for by these rules, a reasonable solution will be sought in consultation with the team, in the spirit of maakleerplek and with attention to transparency, solidarity and mutual trust.