User:Mkfink/Standing Rules Sandbox
|This page contains current policy. This page should not be changed without approval from the Secretary.|
- 1 General
- 2 Regular Meetings
- 3 Safety
- 4 Guests
- 5 Property
- 6 Storage
- 7 Floor Plan, Coordinators, and Zones
- 8 Access
- 9 Suspension
- 10 Banning
- 11 Board of Directors, Officers, and Elections
- 12 Security Camera Policy
- It is the responsibility of the members to come to amicable agreements of disputes over tools, space or other shop resources.
- No sleeping / living in the space. (Napping for a little is okay.)
- The Board of Directors will respond to all requests for approval within 48 hours unless the Board asks the requester for more time to decide.
- Regular meetings of the members shall be held on the first and third Tuesdays of each month, at 7:30 PM.
- If the day fixed for a regular meeting falls on a legal holiday, such meeting shall be held at the same hour and place on the next business day.
- Safety is the top responsibility of every member and guest.
- All members and guests are required to use appropriate personal protective equipment. i3Detroit provides eye, ear, hand, head, and respiratory protection of many kinds for this reason.
- It is the the responsibility of every member and guest to understand the safe use of any tool or equipment before using it.
- This understanding must be obeyed and any members or guests in the work area who may be affected must be made aware (such as a verbal request to put on safety equipment or relocate to avoid breathing fumes).
- Members must not allow unsafe practices by any guest or other member.
- Any member may host up to ten guests in the space.
- Two or more members may host an unlimited number of guests.
- In all cases, the member(s) hosting one or more guests are responsible for:
- Verifying that each guest has a signed waiver on file before they're allowed entry
- Signing the log with each guest
- Making sure guests understand the guidelines under which we operate
- Ultimately, cleaning up after guests if they fail to do it themselves
- If any of the following are true, the person is not allowed in the space and must leave:
- The person is not of the age of majority and a parent or guardian of the guest has not filled out the Young Guest Waiver on his or her behalf
- The person is banned (see 10.1)
- A member or guest who behaves inappropriately (including but not limited to violation of these rules or the bylaws) may be asked to leave by another member. In case of a dispute in the matter, any board member may mediate.
Bringing Property to i3Detroit
- A list of property types are listed below. If property coming to i3Detroit meets one or more of these criteria, the associated process(es) must be followed. Otherwise the Board of Directors reserves the right to treat said property at i3Detroit as abandoned (see 5.8.1).
- In all cases requiring approval, do not bring property to i3Detroit until it has been approved.
- The Board of Directors and the warden(s) of the zone receiving the property must both agree to the new property for it to be considered approved.
- Definition: The property is a standing object that occupies a floor footprint (like a server rack, table saw, furniture, or telescope) and it cannot be stored on a shelf.
- Process: Give the Board or the appropriate zone's warden a filled-out Parking Permit and wait for approval.
- Oversize projects coming to i3Detroit that will be removed in four days or less do not require approval from the Board of Directors. The owner of the project must send a notification email to the discussion mailing list as described on the parking permit, and affix the completed permit to their property.
- Definition: The property is brought to i3Detroit by a member or guest who wants i3Detroit to become the new owner of the property.
- Process: Give the Board or the appropriate zone's warden a filled-out Donation Release and wait for approval.
- Definition: The property is brought to i3Detroit by a member (not a guest) who wants to share usage but not ownership of the property. The member retains ownership of the property.
- Process: Give the Board or the appropriate zone's warden a filled-out Equipment Entry Form / Ownership Affidavit and wait for approval.
- Definition: Property owned by a member that is not donated or shared.
- Process: Members may freely bring private property to i3Detroit as long as it is stored safely in their plot. (see 5.1 and 5.2.)
Integrating New Property into i3Detroit
- Shared, donated, and oversize property (referred here as “new property”) require special storage arrangements. If the property is to reside in the Large Project Parking area, the Board of Directors is responsible for making these arrangements. If the property is to reside in a wardened zone, that zone's warden may also coordinate.
- New property must be stored safely in an appropriate zone and with the approval of that zone’s warden.
- New property must be labeled to identify it and where it should be stored. Shelves must be labeled with the property stored there.
- Oversize, private property must have parking permit completed for it, filled out legibly and attached.
Removing Property From i3Detroit
- Many members at i3Detroit depend on the availability of property and tools they do not own. All members are responsible for following these guidelines.
- Members can freely remove property from the graveyard.
- Members taking their personally-owned shared property out of i3Detroit must (amended: should) notify the member mailing list that the property is being removed. This is both a courtesy to others and a safeguard against apparent theft.
Handling Abandoned Property at i3Detroit
- Because i3Detroit must actively defend itself from clutter and unwanted property, abandoned property is treated as though the owner places no value on the property and will not return to claim their property. In the interest of the members of i3Detroit and their need for a clean, safe workshop, the Board of Directors will thus use or dispose of the abandoned property however it sees fit. (2014-12-09 Board Meeting)
- Property is considered abandoned if it meets at least one of the following criteria:
- The property was never approved by the Board of Directors or the appropriate zone's warden when this approval was required (see 5.1)
- The property is neither shared nor donated, violates the safe storage rules, does not have a legible, valid Parking Permit attached, and has an attached Parking Ticket with an expired grace period
- The property is in member storage and is either stored unsafely or exceeds the owning member’s plot
- The property is owned by a former member and has not been collected within thirty days of that person’s departure from i3Detroit
- Any member of i3Detroit can attach a Parking Ticket to property he or she suspects is abandoned (see 5.9).
- The member affixing the Parking Ticket (the “finder”) to property he or she suspects is abandoned must undertake a goodwill effort to contact the owner of the property by sending an email meeting these criteria:
- In the subject line, put the words “ABANDONED PROPERTY PARKING TICKET”
- In the message, describe the property and where it was found
- In the message, mention this notice and when it was attached
- Send the message to email@example.com
- Immediately after the message passes moderation and is sent to the announcement list, a seven day grace period begins. If the owner has not stored the property correctly by 12:00 AM of the morning after the grace period expires, the property will be considered abandoned and disposed of accordingly (see 5.8.1).
Lost and Found
- There will be designated by the Board at least one shelf called the "Lost And Found", not over shoulder high, that will be used for applicable items which have a Parking Ticket.
- After an item on a work surface has been ticketed, it may be moved carefully to the Lost And Found.
- Only the owner of the item may remove the item from the Lost And Found prior to expiration of the parking ticket. The Lost And Found is only for ticketed items.
- After a Member or Board meeting, any present Board member(s), any officer(s), or person(s) either designate, will go to the Lost And Found, review the tickets, and may dispose in any manner of any ticketed item(s) with an expired ticket.
- All property at i3Detroit must be stored in a way that is safe and shows respect for members and guests in the space. Property that meets any of the following criteria will not be considered safely stored.
- Property left on a work surface after the member or guest using it cannot be found and is presumed to have left
- Property left on the floor, especially when it creates a trip hazard and/or obstructs a door or walkway
- Property on a member storage shelf that protrudes more than 2”
- Property on any shelf that protrudes more than 5”
- Property left leaning against a wall, beam, or storage area
- Property piled in front of a storage area
- Each member is entitled to one “plot” in member storage, which is a defined, limited space for keeping his or her private property.
- Each member must keep their private property in only one plot and not exceed the physical dimensions of that plot. The only exception is for approved oversize property.
- Member property that is not stored safely or does not fit in the member’s plot is both dangerous and disrespectful and is considered abandoned (see 5.8.1).
- Once the Board of Directors or the appropriate zone's warden approves a piece of oversize property for storage at i3Detroit, the member owning the property attach the filled out Parking Permit to it.
- The Parking Permit must indicate: Who owns the property; where at i3Detroit it is to be stored; the owner’s contact email address and/or phone number; the date when the Parking Permit expires; and the date the Board of Directors or the appropriate zone's warden approved the Parking Permit.
- The oversize property must be stored in its designated spot at i3Detroit with the Parking Permit visibly affixed. Property must be removed by the time its parking permit expires.
Floor Plan, Coordinators, and Zones
- “Zones” are defined, limited areas of i3Detroit’s space that are set aside for a particular purpose (such as chemistry, electronics, or crafting).
- Coordinators shall be appointed annually by the board of directors and serve at their pleasure.
- While wardens are responsible for organizing a zone to encourage cleanliness, organization and safety, individuals are ultimately responsible for their own safety (see 3.1 - 3.5).
- Coordinators have final say in governing their zone and are responsible for making their rules known to members and guests.
- Zones may have multiple wardens as long as those wardens act in agreement as one.
- Members may be warden to multiple zones.
- The Board of Directors will by default act as warden to any zones without volunteer wardens.
- The organization of zones, the wardens, the property within zones, the locations of zones, and the floor lines between them are described by the Floor Plan.
- The Board of Directors is responsible making the Floor Plan known to members and guests.
- It is the responsibility of all members and guests to keep i3Detroit organized according to the Floor Plan.
- The Floor Plan may only be changed with the approval of the Board of Directors. Any board member may approve.
- Each members is responsible for maintaining the security of his or her own keycard or fob and PIN (access credentials). If you suspect that your card has been copied or PIN has been disclosed, please see the Board of Directors about replacing or changing it.
- Access credentials may be temporarily entrusted to another person (trustee) for limited purposes, such as picking up or dropping off items or people at the space.
- Such trustees are not considered members and are not allowed to use tools, host guests, store their personal property at i3Detroit, or exercise other benefits of membership simply for possessing access.
- Sharing or loaning access outside these limits is grounds for revocation.
- A member or guest who behaves inappropriately (including but not limited to violation of these rules or the bylaws) may be asked to leave the space by another member. In case of a dispute in the matter, any board member may mediate.
- "Suspension" refers to suspension of a person's membership.
- A person whose membership is in suspension does not pay dues and shall have no members-only rights or privileges.
- Grounds for suspension:
- The member refuses to behave safely or repeatedly fails to store property safely
- The member repeatedly fails to clean up after themselves or their guests or abandons property more than twice in a 30 day period
- The member is a disruption about whom multiple members have complained
- The member shares access credentials with a non-member beyond the limits described in 8.2
- The member has engaged in other conduct which is, in the judgement of the Board of Directors, materially and seriously harmful to the interests or purposes of i3Detroit
- A suspension shall be decided by majority vote of the Board of Directors and shall follow all applicable procedures in Article 3, Section 10: Termination of Membership, in the Bylaws.
- When suspending a membership, the Board of Directors shall specify one or more conditions under which the suspension will be lifted, such as after a certain duration or by a majority vote of the Board of Directors. A person whose suspension has been lifted is welcome to resume membership.
- “Banning” refers to the unwelcomeness of an individual from the communications and physical grounds of i3Detroit. Individuals who are banned are not allowed to come to the space.
- A person’s ban must be voted on and passed unanimously by the Board of Directors.
- Removing a person’s banned status must be voted on and passed unanimously by the Board of Directors.
- The list of banned individuals will be posted by the door and updated by the Board when it changes.
Board of Directors, Officers, and Elections
- The number of Board of Directors for the following year shall be determined prior to or at the July Board Meeting
- Nominations for Board of Directors
- Nominations will be opened by the Secretary by Aug 1st.
- Nominations will close 2 weeks prior to the election, when the official notice of election meeting is made.
- Active members send nominations to the Secretary
- Secretary will confirm nominee’s acceptance and nominator's membership prior to posting the nomination
- Self nominations are acceptable
- Secretary will publish the list of confirmed nominees periodically prior to the cut off date
- A regular meeting of members shall be held on the first Tuesday of September, at 7:30 PM., for the purpose of electing directors and transacting other business as may come before the meeting, henceforth called the Election Meeting.
- Each voting member shall cast one ballot, with voting being by ballot only.
- The secretary shall prepare electronic and/or written ballots prior to the election meeting.
- Absentee ballots must be requested from the secretary (secretary @ i3detroit.org ) at least 1 day prior to the election.
- Completed ballots must be returned to the secretary by the end of the Election Meeting.
- Ballots shall contain a list of all candidates which voters may rank in order of preference.
- Ballots with less than the candidate count ranked are acceptable.
- Ballots not marked according to these instructions are eliminated.
- Ballots shall be counted by the current secretary according to the Borda count method, described thusly:
- On ballot of N candidates for office, the voter's first preference is awarded N-1 points, the second preference is awarded N-2 points, etc., and the voter's least preferred candidate will receive 0 points.
- If a voter does not rank all candidates listed, the unranked candidates are considered tied and each receive an equal share of the points which would be awarded to the unused rankings. For example, with 3 unranked candidates each would receive (2+1+0)/3 = 1 point.
- Points are totaled for all candidates from all ballots.
- The candidates receiving the most points, up to the number of directors to be elected, shall be elected.
- In the event of a tie for last place, there will be a run-off election for the tied nominees only
- Officers are appointed by the incoming Board of Directors
- Members may make recommendations for officer candidates after the election of a new board of directors or the removal/resignation of a current officer
- The officers are at least: President, Vice President, Secretary, and Treasurer
- If any “other such officers” are determined/appointed by the board of directors a job description or their roles and responsibilities should be included in How to Be an Executive within 30 days
Security Camera Policy
- The Security Camera policy is the business of the General Membership and as such will be made and amended by a majority vote of the General Membership.
- The Technical Point of Contact for the security camera system will be the Zone Coordinator of the Infrastructure Zone, who will handle
- Requests to view real-time camera streaming
- Complaints/suggestions about the security camera system at i3
- Requests to re-position cameras
- Other issues of technical implementation
- Storage of footage
- The past 60 days of footage will be stored
- Specific footage may be saved for an indefinite period of time as needed for investigation purposes.
- Camera location and positioning
- The current approved list of camera locations is available on the wiki
- A camera location can be added or removed from the current list by a majority vote of the General Membership.
- Zone Coordinators can position the viewing angle of cameras in their zone.
- Real-time camera access
- Any member may, with instruction by the Infrastructure Zone Coordinator, gain a real time, on demand image of the view of any camera in the security camera system.
- Viewing will be done at the security camera system master workstation, or other workstations as designated by the Infrastructure Zone Coordinator.
- Request to view historical footage
- A member (or members) may request to view historical video by contacting the Board of Directors
- Footage may be viewed when approved by and accompanied by two members from the Board of Directors
- An approved request will be posted to the mailing list by the Board of Directors, including the requesting member(s) and specifics of the footage requested.
- Any viewed historical video will be specially saved for at least 180 days. Information from the viewing will be distributed to appropriate members as deemed necessary by the requesting member(s) only.
- There is no special physical security measures of the security camera system required by this policy.
- No offsite access will be allowed to the security camera system, nor will any multiday camera be installed at the i3 site without being part of and covered by the rules of this security camera policy.