Standing Rules

Current Standing Rules

Suggestions for Standing Rules

(to be discussed at business meetings)

Door Code Change

We should change the door code monthly and email new code only to paid up members (perhaps with a grace period). Based on suggestion by Josh There should be a Member Only email list (currently we have a Google Groups based email list that needs to have every paying member added ASAP). The monthly member meeting notes should be put on the wiki then the link to those notes sent to the member list. This same email should also contain the new door code. This means the members only email list should be managed so that new paying members are added to the list and members that quit, move away, stop paying for three months or whatever the rule is about not paying dues in the bylaws then the member should be removed from the members only list.

Member Material Marking

We cannot tell the difference between materials that a member has donated from materials that a member intends to use for their own personal projects. We can solve this by simply using some masking tape and having members label the materials they bring in as such: For: any or your name Date: M/D/Y

The date is important because if material lingers for too long we can ask the member if they still intend to use it or if they are willing for it to be relabeled for general use. Any materials without a label will be assumed available for general use. Submitted by James Dinsmore

Keep the Center Tables Clear

If you brought it in and put it on one of the tables in the middle of the space make sure it goes into your member storage or you take it with you. Do not leave anything on the center tables. There may be cases where it’s appropriate to leave something such as paint drying or something you will be working on the very next day before anyone else gets there. These cases can be discussed with the other members to determine if it’s OK to leave or if there’s a class coming in or other event that needs the table space. The general rule of thumb here is if you brought it and put it on the table make sure to remove it from the table when you leave for the day.

Proposals for Standing Rules

Proposal 1: Volunteer Leadership Positions (Shawn)

Leaders to fill the positions defined subsequently (hereafter called officers) shall be elected each year at the Annual Membership Meeting. The elections shall follow the same procedure as election of Directors. Each shall serve a term of one year an may not exceed two consecutive terms in the same position. Officers shall receive no compensation for their duties to the corporation.

Proposal 1.1: Responsibilities of Treasurer

The position of Treasurer will manage the financial affairs of the corporation in conjunction with the Board of Directors. The duties of the Treasurer include:

  • Preparing an income and expenses report for the monthly membership meeting and any other financial reporting required under the by-laws.

  • Overseeing the collection of dues and any consequences of non-payment of dues.

  • Collect and report donations to the shop via our donation boxes, in person donations, donations through paypal, donations through Square card reader, and any other means of donations along with the other financial reports.

  • Collecting and distributing any documents for disclosure as required under the by-laws.

Proposal 1.2: Responsibilities of Facilities Manager

The position of Facilities Manager shall be responsible for ensuring that the space is stocked with consumables and oversee the cleaning and maintenance of the space and it’s tools. The cleaning part doesn’t mean the janitor! It’s up to every member to clean up after themselves and put their tools away after every use. The facilities manager can (like any other member) create a clean-up day where members can all volunteer to all come in for an afternoon/evening and do some sweeping, dusting, cleaning, and organizing.

Proposal 1.3: Responsibilities of Ombudsman

The position of Ombudsman shall be responsible for mediating disputes among community members. In the case where the dispute cannot be resolved via private mediation, the Ombudsman shall be given access to such documentation as needed to make an accurate report to the membership. Ombudsman reports shall include recommendations for resolution via membership vote.

The Ombudsman shall also moderate the membership meetings. They shall conduct them in accordance with the by-laws and ensure that meetings remain civil, productive and as brief as possible.

Proposal 2: Distribution of Surplus Funds (Project Awesome)

Shamelessly stolen from HacDC

Proposal 2.1: How to Declare a Project for Funding

Any member can propose a project by sending to Melbourne Makerspace mailing list. The subject should be prefixed by ‘[Project Awesome]’ and include in the body of the email the project name, description, the name of the project contact, and a link to the project web page (or wiki page) where the project is documented (if available). The project contact will be the go-to member for status updates and spending decisions.

Proposal 2.2: Member Voting on Project Funding

The Treasurer will add each project to the Project Awesome Wiki page. By sending an e-mail to the treasurer, each member may vote for any project, change their vote as often as desired, and assign fractions of their vote to several projects.

Member votes shall be persistent, month-after-month, until the member decides to change their vote distribution by emailing the Treasurer.

Proposal 2.3: Proportional Distribution of Project Funding

The member-votes (or fractions thereof) cast for each project shall be counted as of the day before the monthly member meeting.

At the monthly member meeting the Treasurer will declare a “project dividend” amount based on the month’s cash accounting. Months may have zero dividend if funds are not available to support one, and Melbourne Makerspace’s reserve funds (as specified in the Standing Rules) shall NOT be used for project dividends.

The dividend amount will be split among the active projects proportional to the member votes each has received. The Treasurer will track project votes, balances and spending, and report on them at the monthly members meetings.

Proposal 2.4: Earmarks by Donors

Donations to the makerspace may be earmarked by the donor to a specific project. These earmarks shall be accounted for and reported as part of the same Treasurer report.

Proposal 2.5: Responsibilities and Authority of Project Contact

The project contact has spending authority up to an amount of $250 without approval by any other party. Larger expenditures still need approval of a quorum of members.

Anything purchased using Melbourne Makerspace funding remains the property of Melbourne Makerspace unless members vote otherwise.

Reimbursements shall not be given in excess of the available project balance, and so may be delayed until adequate earmarked funds are available.

Each project contact will submit a status report at the monthly member meeting - at minimum just a sentence about any progress or obstacles.

Projects will be suspended (no additional money) if status is not filed for two months, and projects will be cancelled if no status is given for three months in a row. The project contact is responsible for doing or arranging for the status updates, and shall be the one notified if the project status is changed.

Proposal 2.6: Changing a Project Contact

Project contacts may be changed with the approval of the old and new contacts. If a project contact becomes unreachable, a new member may be appointed by a vote of the membership.

If a project contact is using project funds inappropriately or outside of the scope of the project description, the Melbourne Makerspace board of directors may vote to deny a reimbursement request or appoint a new contact person.

Proposal 2.7: Termination of a Project

If a project is terminated, the project balance returns to the general fund.

Proposal 2.8: Emergency use of Project Funds

The money earmarked for projects may be used to pay rent or meet other required corporate expenses if there are no other funds available. This shall only be done in dire financial situations. In such cases (as determined by the BoD), equal fractions of the earmarked funds of all projects shall be used.

Proposal 3: Additional Volunteer Leadership Positions (Eugene Wade)

Proposal 3.1: Makerspace Supplies Manager

Leadership shall elect/appoint a Makerspace Supplies Manager and identify a budget for him to buy supplies and work with him to list priories. The Makerspace Supplies Manger is to be identified on the Melbourne Makerspace web page for all to see. The Makerspace Supplies Manager shall make a list of supplies on hand and their location. The Makerspace Supplies Manage shall take an inventory of supplies once a (month??) and purchase depleted supplies that are within the prioritized budget once a (month??). The Makerspace Supplies Manager shall post a list of supplies expected to be in the Makerspace on the WIKI once a (month??).

Proposal 3.2: Disposal Manager

Leadership shall elect/appoint a Makerspace Disposal Manager with the responsibility to identify and dispose of unusable material. The Makerspace Disposal Manger is to be identified on the Melbourne Makerspace web page for all to see. The Makerspace Supplies Manager shall make a list of or mark or quarantine items for planned disposal and a date (30 day notice) of planned disposal. If no member objects to the disposal, then the Makerspace Disposal Manager will discard the items in the dumpster or donate the items to a member if they indicate that desire.

Proposal 3.3: Space Allocation Manager

Leadership shall elect/appoint a Makerspace Space Allocation Manager with the responsibility to identify what the permanent and temporary utilization of the Makerspace facility shall be with input from the leadership and members. The Makerspace Space Allocation Manger shall be identified on the Melbourne Makerspace web page for all to see. The Makerspace Space Allocation Manger shall generate a floor plan to indicate the “normal configuration” of the space and post that floor plan on the WIKI. The Makerspace Space Allocation Manger shall review the utilization of the space in order to recommend changes to the space plan. Things that shall be considered are leadership inputs, member inputs, new equipment acquisition plans, and equipment disposal plans. It is the member’s responsibility to configure the space after each use into the “normal configuration”. Due consideration should be given to vacant space in the “normal configuration” so members can make maximum utilization of the space for individual projects, but at the end of the day, the space should be returned to the “normal configuration”.

Proposal 3.4: Communication Manager

Leadership shall elect/appoint a Makerspace Space Communication Manager with the responsibility to identify the various communication mechanisms for members and the public with input from the leadership and members. The Makerspace Communication Manger shall be identified on the Melbourne Makerspace web page for all to see. The Makerspace Communication Manger shall generate a web page on the Melbourne Makerspace web page communication approaches for the public to learn about Makerspace communication(i.e. calendar of activities, email addresses of key members, phone numbers of key members, how to get on a mailing list). The Makerspace Communication Manger shall put similar information for members on the WIKI.

Proposal 4: Capital list and membership reminders (Chase)

Proposal 4.1: Purchasing of additional equipment (capital equipment method)

The board generates a list of capital equipment for the members to vote on. This list is board generated to help focus potential purchases towards the most realistic (size, safety, cost, operating concerns) equipment for the space. The list should be short as a rule of thumb.

This list is presented to the members ahead of time, and is voted upon. The item with simple majority of member votes is selected. If no item is selected in the first round, the top two items, only, will be voted on, and the majority winner selected. Once selected, additional funds beyond the operating expenses (3 months + 15% as stated previously) will be placed towards the selected capital item. Once purchased a new vote will occur and a new piece of capital will be planed for.

If after 6 months (or earlier if approved by the board) the new capital has not yet had enough funds for purchase, the board shall generate a new voting list that must include the current capital item. The members can vote again to continue (if chosen by majority) the current path, or to divert those funds to a different piece of equipment. This will help prevent overly ambitious goals from bogging down the makerspace progress

Members can suggest or petition the board for a new capital request to be added to the list. The board is highly encouraged to propose early drafts of capital lists and hold test votes so that their generated list is as close as possible to the member’s desires while still taking into account previously stated concerns. This method should allow focused effort on the most desired piece of equipment while still maintaining makerspace order.

Proposal 4.2: Membership reminders and pay-as-you-go

Having some sort of automated ability to get your membership status and be able to renew.

A slightly higher monthly fee could be offered for members who only want to use the space a few limited times a year, while a slightly lower monthly fee would be available to users who sign up for long term memberships.

Proposal 5 (Tony Bellomo)

Proposal 5.1 - Membership Dues Review Process

Members with membership balances older than 30 days will be nominated for membership suspension. Members in good standing may opt to consider donations of effort or materials in exchange for membership in cases of hardship. Members in good standing will vote whether to waive or delay membership fees for up to 90 days based on hardship or other extenuating circumstances. In order to enforce membership, the door code will be changed and communicated to all members in good standing upon a membership suspension.

Proposal 5.2 - Budgetary Planning and Expenditures

One week prior to each monthly business meeting, the Board of Directors will publish financial details including income and required expenditures for preceding 90 days. The corporation will at all times maintain a balance of no less than the cost of required expenditures for the previous 90 days plus 15% to allow for growth. Required expenditures are defined as expenditures to maintain the corporation and include but are not limited to property, utility, insurance, and maintenance costs. ML256 March Meeting Notes Example

Any funds above and beyond this amount are to be made available to fund the purchase of equipment or for events that are approved during monthly membership meetings. Requests can be funded in full, or a percentage of requested funds can be earmarked for a request until the full amount is funded through subsequent meetings or donations directly to the request. When the request can be funded in full by an earmark, donation, or combination of both, the board will release any earmarked funds to the project requester, who will act as the project manager for the project. The project manager is responsible for submitting receipts for any funds used. Any unused funds will return to the corporation upon the completion or cancellation of the project.

The Board of Directors can veto the request within 7 days of approval by membership if greater than half of the Board of Directors agrees that the request would put the corporation or the Board of Directors at personal or financial risk.

Proposal 6 - Creation of standing rules. (Dale Noble)

  1. Individual Member Responsibilities.
    1. Members are responsible for safety within Melbourne Makerspace.
      1. In the event or any emergency that requires immediate assistance contact:
        1. Local police and or fire department.
        2. Melbourne Makerspace using Contacts page.
      2. If an unsafe condition exists, if possible correct the condition.
      3. Always report problems to Melbourne Makerspace using Contacts page.
      4. Shoes must be worn in shop area. No one wearing sandals. The minimum footwear must cover the entire foot.
      5. Safety glasses, cover goggles, or face shields are required in shop area.
      6. Do not operate any item of equipment unless you are familiar with its operation.
      7. Do not wear ties, loose clothing, jewelry, gloves, etc. around moving or rotating machinery.
      8. Long hair must be tied back or covered to keep it away from moving machinery.
      9. Hand protection in the form of suitable gloves should be used for handling hot objects, glass, or sharp-edged items.
      10. All machines must be operated with all required guards and shields in place.
      11. Do not drink alcoholic beverages before or during work in the machine shop area.
      12. Smoking (anything) is prohibited within Melbourne Makerspace.
      13. Any activity that generates noxious fumes or gases must be performed outside or be vented to outside.
      14. Any activity that generates RF signals that will interfere with computers or humans shall be shielded to prevent such interference.
    2. Members are responsible for security within Melbourne Makerspace.
      1. Members shall not grant unattended access to non-members.
      2. Members shall not allow non-members to use tools without members direct supervision.
      3. Members shall not grant access to Melbourne Makerspace information systems or data beyond that granted to the public.
      4. Members shall not allow non-members to remove anything other than promotional items from Melbourne Makerspace.
      5. Members shall not allow non-members to store anything at Melbourne Makerspace.
      6. Members shall not allow anyone other than the them to use the RFID card issued to them.
      7. Members shall not disable the access control (ACON) system while there are no member(s) present within Melbourne Makerspace.
      8. Members shall not disclose the inner door combination code.
      9. Members shall, when they are last to leave Melbourne Makerspace:
        1. Ensure bathroom door is open.
        2. Ensure the roll up door is secured.
        3. Verify all soldering irons are off.
        4. Verify A/C is set to 75 F.
        5. Ensure Laser Cutter power strip is off.
        6. Turn off lights.
        7. Close the inner door and verify it is locked (it should always be locked automatically).
        8. Enable the access control (ACON) system on front door.
        9. Verify that the front door is secure.
    3. Members are responsible for maintenance of Melbourne Makerspace.
      1. Members utilizing tools and table space should leave them as clean or cleaner than they found them.
      2. Members finding tools broken or in non-serviceable condition are encouraged to repair or replace the tool.
      3. Members shall return tools to their storage place.
    4. Storage of materials.
      1. Members shall, upon request, be provided with a storage box.
      2. Subject to the listed limitations, members are allowed to store anything within their storage box:
        1. Hazardous materials may be stored when in a sealed and labeled container.
        2. Melbourne Makerspace does not accept liability for damage caused by storage of member items.
        3. Melbourne Makerspace reserves the right to reject the storage of anything at any time for any reason.
      3. Members may store larger items, projects in progress, with the permission Melbourne Makerspace staff.
    5. Confidentiality and Privacy within Melbourne Makerspace
      1. Members and members guests do not enjoy any specific degree of confidentiality or privacy.
      2. Member may expect that the contents of their project project box is private but not secure.
      3. Members and guests grant license to the general public to observe them and their activities.
      4. Members and guests shall not manipulate materials or devices to prohibit viewing.
      5. Video and audio recording, without further notice, are common practice.
      6. Video monitoring systems are active 24/7. The general public is granted access.