PROJECT CHARTER TEMPLATE One-page summary of project vision, scope, goals, and timeline. Use this to get stakeholder alignment and keep the project focused. --- PROJECT NAME: [e.g., "Warrensburg Community Solar"] VERSION: 1.0 DATE: [Date created] PREPARED BY: [Name] APPROVED BY: [Names of key stakeholders who approve this] --- PROJECT VISION In one sentence, what are you building and why? EXAMPLE: "We will install solar panels on 50 rooftops in South Warrensburg, reducing energy costs for low-income families by an average of $100/month and creating local green jobs." --- PROBLEM WE'RE SOLVING What's the core need or opportunity? EXAMPLE: "Families in South Warrensburg spend 15%+ of income on electricity. Solar could significantly reduce that burden while creating local employment and demonstrating that renewable energy works in our community. Currently, there's no pathway for low-income families to access solar." --- GOALS (SMART) What do we want to achieve? Make them specific and measurable. PRIMARY GOAL: 50 homes with solar installed by end of Year 2, serving approximately 150 residents, reducing energy costs by $100-150/month per home SECONDARY GOALS: - Generate 200 kWh/day of clean energy - Create 8-10 local jobs during installation - Train 20 community members in solar maintenance - Save families $600K+ cumulatively over 20 years SUCCESS METRICS: - [X] homes participating - [X] kWh generated annually - [X] jobs created - Satisfaction rating of [X]% from homeowners - [Financial impact]: $[amount] saved for community --- SCOPE WHAT'S INCLUDED: - Site assessment and design for selected homes - Equipment procurement - Installation and permitting - 1-year warranty and support - Maintenance training for homeowners WHAT'S NOT INCLUDED: - Electrical upgrades to homes (separate funding) - Tree removal (homeowner responsibility) - Long-term maintenance beyond year 1 (addressed in separate agreement) - Expansion beyond initial 50 homes (future phase) --- TARGET COMMUNITY Who benefits? DESCRIPTION: - Households in South Warrensburg neighborhood - Income below 150% of area median income - Owner-occupied homes or eligible rental properties - Priority: families with highest energy burden ESTIMATED NUMBER: 50 households --- KEY MILESTONES PHASE 1: PLANNING (Months 1-6) - Month 1: Finalize design and budget - Month 3: Launch fundraising - Month 6: Secure permits and contracts PHASE 2: PREPARATION (Months 6-12) - Month 7: Begin community outreach - Month 9: Select participant homes - Month 12: Equipment ordered, training begins PHASE 3: INSTALLATION (Months 12-24) - Month 12-22: Installation on 50 homes - Month 23: Final inspections - Month 24: Full operational PHASE 4: MONITORING (Ongoing) - Year 2-5: Performance tracking and maintenance - Annual impact reports --- BUDGET OVERVIEW TOTAL PROJECT COST: $[X] BREAKDOWN: - Equipment & materials: $[X] (70%) - Installation labor: $[X] (15%) - Design & engineering: $[X] (5%) - Permits & inspections: $[X] (3%) - Training & support: $[X] (4%) - Contingency (15%): $[X] FUNDING SOURCES: - State energy grant: $[X] - Foundation funding: $[X] - Community investment: $[X] - UBIf National support: $[X] COST PER HOME: $[X] (all-in, including labor and design) FINANCIAL SUSTAINABILITY: - Year 1: Grant-funded - Years 2+: Operational revenue from [mechanism], maintenance fees, or new funding --- TEAM & ROLES PROJECT MANAGER: [Name] - Overall coordination, timeline, budget TECHNICAL LEAD: [Name] - Design, engineering, contractor oversight FINANCE LEAD: [Name] - Budget management, funding, invoicing COMMUNITY LEAD: [Name] - Recruitment, training, homeowner support EXTERNAL PARTNERS: - [Engineering firm]: Design and technical specs - [Contractor]: Installation - [Permitting consultant]: Government relations - [Training organization]: Maintenance training --- ASSUMPTIONS & CONSTRAINTS ASSUMPTIONS (Things we believe will be true): - Participants are motivated by energy savings - Weather allows installation March-October - Supply chain for equipment is stable - Homes meet technical requirements for solar CONSTRAINTS (Limits on what we can do): - Geographic scope: South Warrensburg only - Income limit: Below 150% AMI - Only homes with good roof condition - Local permitting timelines (6 weeks estimated) DEPENDENCIES (Things outside our control): - State grant approval (in process) - Contractor availability - Utility interconnection decisions - Weather --- RISKS & MITIGATION HIGH-RISK ITEMS: Risk 1: Funding falls short Impact: Project delayed or scaled back Likelihood: Medium Mitigation: Diversify funding sources; lock in commitments early; reduce scope if needed Risk 2: Permits take longer than expected Impact: Installation delays by 3+ months Likelihood: Medium Mitigation: Hire experienced permit consultant; start early; build 6-month buffer in timeline Risk 3: Homeowners don't participate (enrollment below 30) Impact: Project becomes uneconomical Likelihood: Low Mitigation: Strong community outreach; address concerns directly; incentives if needed Risk 4: Equipment costs increase Impact: Budget overrun Likelihood: Medium Mitigation: Lock in pricing early; build 15% contingency; explore alternative equipment --- DECISION-MAKING AUTHORITY Project Manager may decide alone: - Day-to-day logistics, scheduling - Contractor management - Expenses under $[X] - Timeline adjustments within [X] days Requires approval from [Coordinator/Committee]: - Major timeline changes (over [X] days) - Scope changes - Contractor changes - Budget changes over $[X] Requires full membership vote: - Project cancellation - Major scope reduction (over 25%) - Strategy shift (e.g., move to different neighborhood) - Extension beyond Year 2 --- COMMUNICATION PLAN Monthly meetings with: - Project team (internal) - Participant homeowners (progress updates) - Wider community (quarterly town halls) - Funding partners (grant-required reporting) Reports to: - Monthly: Project team status to Board/Committee - Quarterly: Impact update to full membership - Annually: Detailed impact and financial report --- WHAT SUCCESS LOOKS LIKE (1-YEAR VISION) At the end of Year 1, we'll know this is a success if: ✓ 40-50 homes have solar installed ✓ Households report [X]% satisfaction ✓ Average energy bills reduced as promised ✓ [X] community members trained ✓ Project is on budget or under ✓ Team is not burned out ✓ Community trust in our organization increased ✓ We have lessons to share with other chapters --- WHAT COULD DERAIL THIS If any of these happen, we pause and reassess: - More than 20% cost overruns - Participant satisfaction below [X]% - Funding source falls through with no replacement - Key team members leave - Major permitting/regulatory barrier emerges - Community opposition develops - Contractor abandons project --- APPROVAL & SIGN-OFF This charter is approved by: Project Manager: _________________ Date: _____ Finance Lead: _________________ Date: _____ Community Coordinator: _________________ Date: _____ Board/Leadership: _________________ Date: _____ --- NOTES This charter was created on [date]. It will be reviewed and updated [quarterly/semi-annually] or when major changes occur. Last updated: [date]. Next review date: [date] For questions or to propose changes, contact [Project Manager name].