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''As of December 2012, the only [[Standing Rules]] that have been approved designate the second Tuesday of each month for regular meetings and describe requirements for membership. Many parts of the [[Bylaws]] reference [[Standing Rules]] that do not yet exist.''
[[Category:Obsolete_HacDC_Docs]]


= Virtual Meeting Attendance =
= Article I: Voting =
== Section 1: Board Approval ==
Unless otherwise specified, “Board Approval” means a “yes” vote by 4/4 (four out of four), 4/5, 5/5, 5/6, or 6/6 voting board members.
# Board members may vote at a duly held board meeting, or
# Board members may vote by email
## Board members have 48 hours from the email vote request to respond
== Section 2: Member Approval ==
Unless otherwise specified, “Member Approval” means a “yes” vote by a majority of a quorum of members at a duly called meeting.
== Section 3: Virtual Attendance and Voting ==
Members who participate in meetings using two-way audio and/or video conferencing systems such as Skype or Google+ Hangouts shall be considered to be attending the meetings for the purposes of quorum counts and voting.
# Remote members should be announced to those attending the meeting in person
# Identity of remote members must be endorsed by Secretary or three members present
# If any member questions the identity of a remote participant, a vote shall be taken among the other members present (physically or virtually) on whether to accept the remote person as being the claimed member.


= Membership Dues =
== Section 4: Proxy Voting ==
For now, proxy votes are not allowed, only members in physical or virtual attendance may vote.
== Section 5: Amending Standing Rules ==
The Standing Rules of the corporation can be amended by vote of 2/3rds of a quorum of members at either:
# The annual meeting, or
# A monthly meeting, if notice of the vote and the text of the proposed changes are sent out to the members seven days in advance.  This allows time for discussion and for members to make arrangements to attend the meeting.
## Minor changes to proposed Rules may be made to reflect discussion at the meeting as long as:
### it is clear what is being voted on, and
### the general subject of the Rule is not changed.


''the amount, payment period, due date and acceptable methods for collection of dues''


= Restoring Suspended Members =


= Anti-harassment Policy =
= Article II: Membership =
Article II, as written here: http://wiki.hacdc.org/index.php?title=Proposed_Standing_Rules&oldid=9449 , was approved during the [[Regular Member Meeting 2013 06 11]].
==Section 1: Membership Types, requirements, privileges==


Moved to [[Anti-Harassment Policy]]


= Diversity Statement =
===Type 1) Full members (PV=Paying,Voting member)===
 
Moved to [[Diversity Statement]]
 
= Rules of Order =
 
= Meeting Minutes =
 
''[[Bylaws#Section_2:_Meetings|This paragraph in the Bylaws]] suggests that the Standing Rules should have something to say about meeting minutes.''
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
= Membership =
==Membership Types, requirements, privileges==
===Full members (PV=Paying,Voting member)===
====Requirements====
====Requirements====
#Members must be voted in at a monthly meeting
#Members must be voted in at a monthly meeting
#Members pay USD $50/mo dues using a method deemed acceptable by the Treasurer.
#Members pay USD $50/mo dues using a method deemed acceptable by the Treasurer.
====Privileges====
====Privileges====
#Voting on HacDC’s priorities and direction
*Voting on HacDC’s priorities and direction
#Key and code for the space, enabling 24-hour access
*Key and code for the space, enabling 24-hour access
#@hacdc.org Google email and docs account
*@hacdc.org Google email and docs account
#Membership in HacDC:Members mailing list
*Membership in HacDC:Members mailing list
#Opportunity for storage locker in space (as available)
*Opportunity for storage locker in space (as available)
===Reduced-fee Student/Starving Hacker members (P-V=Paying Less,Voting member)===
 
 
===Type 2) Reduced-fee Student/Starving Hacker members (P-V=Paying Less,Voting member)===
====Requirements====
====Requirements====
#Become member as with Full Member
# Meet any of these criteria for reduced fees:
#Meet criteria for reduced fees:
## Be a full-time student
#Be a full-time student
## Show Financial hardship
#Show Financial hardship
# Email BoD and request reduced-fee status
#Email BoD and request reduced-fee status
# Become member as with Full Member
#If approved, pay $20/mo dues
# If approved, pay $20/mo dues
====Privileges - same as full members====
====Privileges - same as full members====
===Fee-waived members (P*V=Not paying,Voting member)===
 
 
===Type 3) Fee-waived members (P*V=Not paying,Voting member)===
====Requirements====
====Requirements====
# Must have been voted in as member at a monthly meeting
# Must have been voted in as member at a monthly meeting
# Should be making an extraordinary contribution to HacDC
# Should be making an extraordinary contribution to HacDC
# Must be approved by either:
# Must be approved by either:
## BoD vote Must request fee-waiver from BoD - confidential
## BoD vote (Must request fee-waiver from BoD - confidential)
## Member vote
## Member vote
# Status must be re-approved yearly
# The period of fee-waived status shall be specified at the time of the vote
====Privileges - same as voting members====
## At the end of the specified period the member shall revert to their previous status unless their fee-waived status is renewed by another vote
===Honorary members (P*V*=Not paying, not voting member)===
## The maximum period per approval vote is one year
====Privileges - same as full members====
 
 
===Type 4) Honorary members (P*V*=Not paying, not voting member)===
====Requirements====
====Requirements====
# Must have been voted in to regular membership at monthly meeting
# Must have been voted in to regular membership at monthly meeting
# Must have made extraordinary contribution to HacDC
# Must have made extraordinary contribution to HacDC
====Privileges====
====Privileges====
# @hacdc.org Google email and docs account
* @hacdc.org Google email and docs account
# Membership in HacDC:Members mailing list
* Membership in HacDC:Members mailing list
====Procedure====
====Procedure====
# Voted in by a quorum of members  
# Voted in by a quorum of members  
# Status must be renewed yearly
# Status must be renewed yearly
===Friends of HacDC (PV*=Paying, not voting Friend)===
 
 
===Type 5) Friends of HacDC (PV*=Paying, not voting Friend)===
====Requirements====
====Requirements====
# Sign up for a “Friend of HacDC” subscription payment of $13.37/mo or more
# Sign up for a “Friend of HacDC” subscription payment of $13.37/mo or more
====Privileges====
====Privileges====
# @hacdc.org Google email and docs account
* @hacdc.org Google email and docs account
# Membership in the HacDC:Members mailing list
* Membership in the HacDC:Members mailing list
====Procedures====
====Procedure====
#Sign up for monthly payment using instructions on HacDC website
#Sign up for monthly payment using instructions on HacDC website
==Temporary waiver of dues==
 
==Membership induction procedure options==
==Section 2: Membership induction procedure options==
# Potential member comes to monthly Member meeting and gets voted in by unanimous consent of all members present (quorum not required).
# Potential member comes to monthly Member meeting and gets voted in by unanimous consent of all members present (quorum not required).
# Potential member can’t come to meeting but sends prepared statement (written, video, etc) which is given at monthly Member meeting.  Must be nominated by a member and two other members present at the meeting must vouch for potential member.  New member gets voted in by unanimous consent of all members present (quorum not required).
# Potential member can’t come to meeting but sends prepared statement (written, video, etc) which is given at monthly Member meeting.   
# If unanimous vote of members present is not attained, a new member may be approved by a vote of 2/3rds of a quorum of members.
#* Must be nominated by a member and two other members present at the meeting must vouch for potential member.   
==Restoring Membership==
#* New member gets voted in by unanimous consent of all members present (quorum not required).
# If unanimous vote of members present is not attained, a new member may be approved by a vote of 2/3rds of a quorum of members.
 
==Section 3: Restoring Membership==
===Lapsed Membership===
===Lapsed Membership===
Membership in HacDC is considered lapsed if the monthly membership dues is not paid by the end of the month.
# Membership in HacDC is considered lapsed if the monthly membership dues is not paid by the end of the month.
Lapsed memberships may be restored to memberships in good standing by paying missed dues up through the current month, or by approval of the Board.
# Lapsed memberships may be restored to memberships in good standing by paying missed dues up through the current month, or by approval of the Board.
According to Bylaws, membership is revoked after three months of non-payment of dues.
# According to Bylaws, membership is revoked after three months of non-payment of dues.
===Cancelled Membership===
===Cancelled Membership===
If Membership was cancelled by Member, it may be restored without member vote by restarting the Membership dues subscription payments.
# If Membership was cancelled by Member, it may be restored without member vote by restarting the Membership dues subscription payments.
If Membership was cancelled due to non-payment of dues, membership must be reinstated by a membership vote according to the process for new members.
# If Membership was cancelled due to non-payment of dues, membership must be reinstated by a membership vote according to the process for new members.
The membership should be informed of the reason for cancellation of the original membership.
# The membership should be informed of the reason for cancellation of the original membership.
===Cancelling Membership===
===Cancelling Membership===
Members wishing to cancel their HacDC membership should discontinue their dues payments and inform a HacDC board member of their intention.
# Members wishing to cancel their HacDC membership should discontinue their dues payments and inform a HacDC board member of their intention.
Members are responsible for cancelling their dues payment subscriptions in a timely manner - no refunds can be issued for dues paid in error.
# Members are responsible for cancelling their dues payment subscriptions in a timely manner - no refunds can be issued for dues paid in error.
Member should return keys and any HacDC property in their possession as soon as possible
# Member should return keys and any HacDC property in their possession as soon as possible
Keys can be returned in person to a HacDC officer or mailed to the HacDC Secretary at the HacDC mailing address.
# Keys can be returned in person to a HacDC officer or mailed to the HacDC Secretary at the HacDC mailing address.
=Expenditures and Reimbursements=
 
Process
 
 
 
= Article III: Expenditures and Reimbursements=
Article III, as written here: http://wiki.hacdc.org/index.php?title=Proposed_Standing_Rules&oldid=9449 , was approved during the [[Regular Member Meeting 2013 06 11]].
== Section 1: Process==
=== Preferred ===
Preferred way to purchase is by raising earmarked donations from interested members
Preferred way to purchase is by raising earmarked donations from interested members
Members donate funds to HacDC, earmarking them for specific purchase (by attaching note or emailing the Treasurer)
# Funds are donated to HacDC, earmarking them for specific purchase (by attaching note or emailing the Treasurer)
HacDC Treasurer buys purchase using HacDC account
# HacDC Treasurer buys purchase using HacDC account
This makes donations tax deductible, reduces paperwork, and makes group ownership of item clear
# This makes donations tax deductible, reduces paperwork, and makes group ownership of item clear
HacDC may contribute some percentage of matching funds as finances permit
# HacDC may contribute some percentage of matching funds as finances permit
 
=== Pre-Approval ===
With pre-approval by Board or membership vote, HacDC members may purchase items with personal funds and get reimbursed by HacDC.
With pre-approval by Board or membership vote, HacDC members may purchase items with personal funds and get reimbursed by HacDC.
Receipts must be saved and submitted to Treasurer in order to obtain reimbursement.
# Receipts must be saved and submitted to Treasurer in order to obtain reimbursement.
Treasurer will issue check or electronic transfer
# Treasurer will issue check or electronic transfer
=== Post-purchase Approval ===
If approval is not obtained in advance, reimbursement must be approved by member vote - more than 2/3rds of a quorum of members must approve expenditure
If approval is not obtained in advance, reimbursement must be approved by member vote - more than 2/3rds of a quorum of members must approve expenditure
Approval
 
Purchases required for the ongoing operation of HacDC (such as rent, insurance, licenses, and utilities) do not require authorization and shall be made at the Treasurer’s discretion.
== Section 2: Approval==
Purchases using earmarked funds donated for that purpose do not require approval as long as sufficient money has been contributed.
# Purchases required for the ongoing operation of HacDC (such as rent, insurance, licenses, and utilities) do not require authorization and shall be made at the Treasurer’s discretion.
Amounts under $50 can be approved in advance by a unanimous vote of 2/3rds or more of the Board of Directors.
# Purchases using earmarked funds donated for that purpose do not require approval as long as sufficient money has been contributed.  
Expenditures that fail the BoD vote can still be approved by a membership vote
# Amounts under $50 can be approved in advance by a unanimous vote of 2/3rds or more of the Board of Directors.
Amounts over $50 require a membership vote.  More than 2/3 of a quorum of members must approve expenditure.
#* Expenditures that fail the BoD vote can still be approved by a membership vote
Project Awesome
# Amounts over $50 require a membership vote.  More than 2/3 of a quorum of members must approve expenditure.
Meetings
==Project Awesome==
This process allows for the disbursement of funds to various projects.  The details are described in [[Project Awesome Rules]].  Project listing is located [[:Category:Project Awesome|here]].
 
= Article IV: Meetings=
== Section 1: Robert’s Rules ==
Meetings follow Robert’s rules of order, but not obsessively
Meetings follow Robert’s rules of order, but not obsessively
== Section 2: Schedule ==
Monthly Members’ Meeting is held on the second Tuesday of each month.
Monthly Members’ Meeting is held on the second Tuesday of each month.
Meeting is held on the Third Tuesday if Second Tuesday is a Federal holiday.
# Meeting is held on the Third Tuesday if Second Tuesday is a Federal holiday according to US Office of Personnel Management [http://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/holidays-work-schedules-and-pay www.opm.gov].
In case of circumstances beyond our control that make it difficult to attend the meeting, meeting may be cancelled by the President and rescheduled for the next week
# In case of circumstances beyond our control that make it difficult to attend the meeting, meeting may be cancelled by the President and rescheduled for the next week
Meeting Agenda:
 
Directors’ reports, then member reports
== Section 3: Virtual Attendance==
Vote on expenditures and policy changes (Old & New Business)
Meetings may be attended via video or audio conference if available.
Introduce and vote on new members
 
== Section 4: Meeting Agenda==
# Directors’ reports, then member reports
# Vote on expenditures and policy changes (Old & New Business)
# Introduce and vote on new members
 
== Section 5: Meeting Minutes==
Minutes shall be taken using the [monthly members meeting template]
 
== Section 6: Annual / Special Meetings ==
Important matters such as major purchases, signing new leases, and adopting Standing Rules should be done at the Annual Meeting, or at a Special Meeting called for the purpose
Important matters such as major purchases, signing new leases, and adopting Standing Rules should be done at the Annual Meeting, or at a Special Meeting called for the purpose
Annual Meeting Agenda
 
If the Annual Meeting falls on the same day as a Members Meeting, then the Members Meeting Agenda will precede the Annual Meeting Agenda.
===Annual Meeting Agenda===
Review and vote on the Standing Rules and Policies of the corporation.
# If the Annual Meeting falls on the same day as a Members Meeting, then the Members Meeting Agenda will precede the Annual Meeting Agenda.
Receive reports on the activities of the corporation.
# Review and vote on the Standing Rules and Policies of the corporation.
Approve the budget.
# Receive reports on the activities of the corporation.
Determine the direction of the corporation in the coming year.
# Approve the budget.
Election of Board Members
# Determine the direction of the corporation in the coming year.
Special Meetings
# Election of Board Members
The petition for a Special Meeting may be conducted by Email.
 
Voting
===Special Meetings===
Quorum is 25% of members in good standing according to Bylaws
 
Non-paying members are not in good standing and are not included in count.
# The petition for a Special Meeting may be conducted by Email.
Fractional quorum calculation is rounded down to determine number of members.
 
Members who participate in meetings using two-way video conferencing systems such as Skype or Google+ Hangouts shall be considered to be attending the meetings for the purposes of quorum counts and voting.
= Article  V: Materiel=
BoD approval voting
== Section 1: Storage ==
A majority of all board members by Email
A majority of board members present at a duly held board meeting
Absentee voting
Special meetings and the Annual Meeting
Amending Standing Rules
Materiel
Members and guests can temporarily store their personal items at HacDC
Members and guests can temporarily store their personal items at HacDC
Items should be kept together in a box or bag labelled with owner’s name
# Items should be kept together in a box or bag labelled with owner’s name
Members have first priority for storing items in a locker labelled with their name
# Members have first priority for storing items in a locker labelled with their name
== Section 2: Long-term Loan ==
Equipment can be left at HacDC under long-term loan from the owner
Equipment can be left at HacDC under long-term loan from the owner
Items should be clearly marked as being on loan and from whom
# Items should be clearly marked as being on loan and from whom
Owner should note what they loan to HacDC on a Wiki page  
# Owner should note what they loan to HacDC on a Wiki page  
HacDC will try to keep the loaned equipment in good condition but cannot be held responsible for damage or theft, unless other arrangements are written and agreed to by the HacDC Board of directors.
# HacDC will try to keep the loaned equipment in good condition but cannot be held responsible for damage or theft, unless other arrangements are written and agreed to by the HacDC Board of directors.
== Section 3: Property Rights ==
Supplies and equipment left at or given to HacDC becomes HacDC property
Supplies and equipment left at or given to HacDC becomes HacDC property
We will make an effort to honor the requests of the donors as far as the use and disposition of the items
# We will make an effort to honor the requests of the donors as far as the use and disposition of the items
However items that are not at least potentially useful for HacDC interests and projects shall not be kept indefinitely.  Items deemed not useful to HacDC members and projects may be:
# However items that are not at least potentially useful for HacDC interests and projects shall not be kept indefinitely.  Items deemed not useful to HacDC members and projects may be:
Sold (if item has non-trivial value)
#* Sold (if item has non-trivial value)
Given away to members or the general public
#* Given away to members or the general public
Discarded
#* Discarded
Once items are deemed unwanted and not saleable, members will be given adequate time to review the items before they are disposed of:
# Once items are deemed unwanted and not saleable, members will be given adequate time to review the items before they are disposed of:
Members get first dibs on the unwanted items
#* Members get first dibs on the unwanted items
Then items go on the public tables for anyone to take
#* Then items go on the public tables for anyone to take
Remaining items can be recycled if possible or disposed of
#* Remaining items can be recycled if possible or disposed of
Shop equipment and tools
 
Must have signed liability release for everyone that uses tools and shop equipment (including soldering irons and wiring tools)
= Article VI: Shop equipment and tools=
Even guests must read and sign release form, which will be available in the shop area
# Must have signed liability release for everyone that uses tools and shop equipment (including soldering irons and wiring tools)
People can only use tools and equipment that they are familiar with and can operate safely and correctly
#* Even guests must read and sign release form, which will be available in the shop area
Training classes may be required before operating complex equipment like the CNC mill and lathe
# People can only use tools and equipment that they are familiar with and can operate safely and correctly
People should use proper safety equipment like safety glasses
#* Training classes may be required before operating complex equipment like the CNC mill and lathe
Must clean up work area after use
# People should use proper safety equipment like safety glasses
# Must clean up work area after use
# Must abide by shop rules as approved of at a duly called member meeting and posted in or near the shop and tools.
 
= Article VII: Anti-harassment Policy =
 
See [[Anti-Harassment Policy]]
 
 
= Article VIII: Diversity Statement =
 
See [[Diversity Statement]]

Latest revision as of 09:04, 17 March 2018


Article I: Voting

Section 1: Board Approval

Unless otherwise specified, “Board Approval” means a “yes” vote by 4/4 (four out of four), 4/5, 5/5, 5/6, or 6/6 voting board members.

  1. Board members may vote at a duly held board meeting, or
  2. Board members may vote by email
    1. Board members have 48 hours from the email vote request to respond

Section 2: Member Approval

Unless otherwise specified, “Member Approval” means a “yes” vote by a majority of a quorum of members at a duly called meeting.

Section 3: Virtual Attendance and Voting

Members who participate in meetings using two-way audio and/or video conferencing systems such as Skype or Google+ Hangouts shall be considered to be attending the meetings for the purposes of quorum counts and voting.

  1. Remote members should be announced to those attending the meeting in person
  2. Identity of remote members must be endorsed by Secretary or three members present
  3. If any member questions the identity of a remote participant, a vote shall be taken among the other members present (physically or virtually) on whether to accept the remote person as being the claimed member.

Section 4: Proxy Voting

For now, proxy votes are not allowed, only members in physical or virtual attendance may vote.

Section 5: Amending Standing Rules

The Standing Rules of the corporation can be amended by vote of 2/3rds of a quorum of members at either:

  1. The annual meeting, or
  2. A monthly meeting, if notice of the vote and the text of the proposed changes are sent out to the members seven days in advance. This allows time for discussion and for members to make arrangements to attend the meeting.
    1. Minor changes to proposed Rules may be made to reflect discussion at the meeting as long as:
      1. it is clear what is being voted on, and
      2. the general subject of the Rule is not changed.


Article II: Membership

Article II, as written here: http://wiki.hacdc.org/index.php?title=Proposed_Standing_Rules&oldid=9449 , was approved during the Regular Member Meeting 2013 06 11.

Section 1: Membership Types, requirements, privileges

Type 1) Full members (PV=Paying,Voting member)

Requirements

  1. Members must be voted in at a monthly meeting
  2. Members pay USD $50/mo dues using a method deemed acceptable by the Treasurer.

Privileges

  • Voting on HacDC’s priorities and direction
  • Key and code for the space, enabling 24-hour access
  • @hacdc.org Google email and docs account
  • Membership in HacDC:Members mailing list
  • Opportunity for storage locker in space (as available)


Type 2) Reduced-fee Student/Starving Hacker members (P-V=Paying Less,Voting member)

Requirements

  1. Meet any of these criteria for reduced fees:
    1. Be a full-time student
    2. Show Financial hardship
  2. Email BoD and request reduced-fee status
  3. Become member as with Full Member
  4. If approved, pay $20/mo dues

Privileges - same as full members

Type 3) Fee-waived members (P*V=Not paying,Voting member)

Requirements

  1. Must have been voted in as member at a monthly meeting
  2. Should be making an extraordinary contribution to HacDC
  3. Must be approved by either:
    1. BoD vote (Must request fee-waiver from BoD - confidential)
    2. Member vote
  4. The period of fee-waived status shall be specified at the time of the vote
    1. At the end of the specified period the member shall revert to their previous status unless their fee-waived status is renewed by another vote
    2. The maximum period per approval vote is one year

Privileges - same as full members

Type 4) Honorary members (P*V*=Not paying, not voting member)

Requirements

  1. Must have been voted in to regular membership at monthly meeting
  2. Must have made extraordinary contribution to HacDC

Privileges

  • @hacdc.org Google email and docs account
  • Membership in HacDC:Members mailing list

Procedure

  1. Voted in by a quorum of members
  2. Status must be renewed yearly


Type 5) Friends of HacDC (PV*=Paying, not voting Friend)

Requirements

  1. Sign up for a “Friend of HacDC” subscription payment of $13.37/mo or more

Privileges

  • @hacdc.org Google email and docs account
  • Membership in the HacDC:Members mailing list

Procedure

  1. Sign up for monthly payment using instructions on HacDC website

Section 2: Membership induction procedure options

  1. Potential member comes to monthly Member meeting and gets voted in by unanimous consent of all members present (quorum not required).
  2. Potential member can’t come to meeting but sends prepared statement (written, video, etc) which is given at monthly Member meeting.
    • Must be nominated by a member and two other members present at the meeting must vouch for potential member.
    • New member gets voted in by unanimous consent of all members present (quorum not required).
  3. If unanimous vote of members present is not attained, a new member may be approved by a vote of 2/3rds of a quorum of members.

Section 3: Restoring Membership

Lapsed Membership

  1. Membership in HacDC is considered lapsed if the monthly membership dues is not paid by the end of the month.
  2. Lapsed memberships may be restored to memberships in good standing by paying missed dues up through the current month, or by approval of the Board.
  3. According to Bylaws, membership is revoked after three months of non-payment of dues.

Cancelled Membership

  1. If Membership was cancelled by Member, it may be restored without member vote by restarting the Membership dues subscription payments.
  2. If Membership was cancelled due to non-payment of dues, membership must be reinstated by a membership vote according to the process for new members.
  3. The membership should be informed of the reason for cancellation of the original membership.

Cancelling Membership

  1. Members wishing to cancel their HacDC membership should discontinue their dues payments and inform a HacDC board member of their intention.
  2. Members are responsible for cancelling their dues payment subscriptions in a timely manner - no refunds can be issued for dues paid in error.
  3. Member should return keys and any HacDC property in their possession as soon as possible
  4. Keys can be returned in person to a HacDC officer or mailed to the HacDC Secretary at the HacDC mailing address.



Article III: Expenditures and Reimbursements

Article III, as written here: http://wiki.hacdc.org/index.php?title=Proposed_Standing_Rules&oldid=9449 , was approved during the Regular Member Meeting 2013 06 11.

Section 1: Process

Preferred

Preferred way to purchase is by raising earmarked donations from interested members

  1. Funds are donated to HacDC, earmarking them for specific purchase (by attaching note or emailing the Treasurer)
  2. HacDC Treasurer buys purchase using HacDC account
  3. This makes donations tax deductible, reduces paperwork, and makes group ownership of item clear
  4. HacDC may contribute some percentage of matching funds as finances permit

Pre-Approval

With pre-approval by Board or membership vote, HacDC members may purchase items with personal funds and get reimbursed by HacDC.

  1. Receipts must be saved and submitted to Treasurer in order to obtain reimbursement.
  2. Treasurer will issue check or electronic transfer

Post-purchase Approval

If approval is not obtained in advance, reimbursement must be approved by member vote - more than 2/3rds of a quorum of members must approve expenditure

Section 2: Approval

  1. Purchases required for the ongoing operation of HacDC (such as rent, insurance, licenses, and utilities) do not require authorization and shall be made at the Treasurer’s discretion.
  2. Purchases using earmarked funds donated for that purpose do not require approval as long as sufficient money has been contributed.
  3. Amounts under $50 can be approved in advance by a unanimous vote of 2/3rds or more of the Board of Directors.
    • Expenditures that fail the BoD vote can still be approved by a membership vote
  4. Amounts over $50 require a membership vote. More than 2/3 of a quorum of members must approve expenditure.

Project Awesome

This process allows for the disbursement of funds to various projects. The details are described in Project Awesome Rules. Project listing is located here.

Article IV: Meetings

Section 1: Robert’s Rules

Meetings follow Robert’s rules of order, but not obsessively

Section 2: Schedule

Monthly Members’ Meeting is held on the second Tuesday of each month.

  1. Meeting is held on the Third Tuesday if Second Tuesday is a Federal holiday according to US Office of Personnel Management www.opm.gov.
  2. In case of circumstances beyond our control that make it difficult to attend the meeting, meeting may be cancelled by the President and rescheduled for the next week

Section 3: Virtual Attendance

Meetings may be attended via video or audio conference if available.

Section 4: Meeting Agenda

  1. Directors’ reports, then member reports
  2. Vote on expenditures and policy changes (Old & New Business)
  3. Introduce and vote on new members

Section 5: Meeting Minutes

Minutes shall be taken using the [monthly members meeting template]

Section 6: Annual / Special Meetings

Important matters such as major purchases, signing new leases, and adopting Standing Rules should be done at the Annual Meeting, or at a Special Meeting called for the purpose

Annual Meeting Agenda

  1. If the Annual Meeting falls on the same day as a Members Meeting, then the Members Meeting Agenda will precede the Annual Meeting Agenda.
  2. Review and vote on the Standing Rules and Policies of the corporation.
  3. Receive reports on the activities of the corporation.
  4. Approve the budget.
  5. Determine the direction of the corporation in the coming year.
  6. Election of Board Members

Special Meetings

  1. The petition for a Special Meeting may be conducted by Email.

Article V: Materiel

Section 1: Storage

Members and guests can temporarily store their personal items at HacDC

  1. Items should be kept together in a box or bag labelled with owner’s name
  2. Members have first priority for storing items in a locker labelled with their name

Section 2: Long-term Loan

Equipment can be left at HacDC under long-term loan from the owner

  1. Items should be clearly marked as being on loan and from whom
  2. Owner should note what they loan to HacDC on a Wiki page
  3. HacDC will try to keep the loaned equipment in good condition but cannot be held responsible for damage or theft, unless other arrangements are written and agreed to by the HacDC Board of directors.

Section 3: Property Rights

Supplies and equipment left at or given to HacDC becomes HacDC property

  1. We will make an effort to honor the requests of the donors as far as the use and disposition of the items
  2. However items that are not at least potentially useful for HacDC interests and projects shall not be kept indefinitely. Items deemed not useful to HacDC members and projects may be:
    • Sold (if item has non-trivial value)
    • Given away to members or the general public
    • Discarded
  3. Once items are deemed unwanted and not saleable, members will be given adequate time to review the items before they are disposed of:
    • Members get first dibs on the unwanted items
    • Then items go on the public tables for anyone to take
    • Remaining items can be recycled if possible or disposed of

Article VI: Shop equipment and tools

  1. Must have signed liability release for everyone that uses tools and shop equipment (including soldering irons and wiring tools)
    • Even guests must read and sign release form, which will be available in the shop area
  2. People can only use tools and equipment that they are familiar with and can operate safely and correctly
    • Training classes may be required before operating complex equipment like the CNC mill and lathe
  3. People should use proper safety equipment like safety glasses
  4. Must clean up work area after use
  5. Must abide by shop rules as approved of at a duly called member meeting and posted in or near the shop and tools.

Article VII: Anti-harassment Policy

See Anti-Harassment Policy


Article VIII: Diversity Statement

See Diversity Statement