Standing rules

Rules

Be excellent to each other
Illegal activity is forbidden
Share the workspace, tools, supplies, and knowledge
Pickup after yourself by cleaning the workspace and putting away tools
Get training on tools before using them
Make safely (do not be on fire!)

Membership

To become a member, attend an open house or sign up online

Minors are allowed to become members, but require sponsorship by an adult. A parent or legal guardian must co-sign the minor's membership application and release of liability. Minors under the age of 16 need to be accompanied by an adult whenever at the space. Keys are available to members over the age of 16, following the key policy.

Cost of membership is $25/month, although scholarships are available upon request.

All members will go through a 30 day probationary period before they gain voting rights. During that period, new members are encouraged to integrate themselves into the community through attending Maker Mondays, volunteering on projects at MakeICT, attending and/or assisting with workshops, and/or joining in the chatter on the forums.

Membership will lapse after 30 days of nonpayment. Membership and voting rights will be suspended after 3 months of non-payment. To re-instate membership, pay dues for the upcoming month.

Membership Meetings

MakeICT shall have regular meetings of the membership every September, December, and March, in addition to the Annual Meeting.
Meetings shall be scheduled and announced by the Board of Directors, not less than two weeks before the meeting.
Announcements of the meeting shall be posted in all customary physical and electronic locations.
The meetings shall include short reports on what MakeICT has been doing through its various programs and address any issues that need to be addressed.

Standing rules amended at the 2018 Annual Meeting

Temporary standing rule adopted at 18 April 2019 Board Meeting (expired June 1, 2019)

A member meeting may be called by Jens Torell (the building committee lead) and 3 members of the board in April or May 2019.

This shall cease to be a standing rule after June 1, 2019.

Standing rules amended at the April_18_2019

Policies

Refer to Category:Rules and policies for all policies. The following policies are referred to frequently and applicable to all members.

Covid Policy

MakeICT has no requirement to wear masks. However, MakeICT reserves the right to require mask wearing during indoor scheduled group activities at the discretion of the activity organizer with advance notice.

Approved by the board 20 January 2022, Changed on 17 February 2022, Changed on 17 March 2022

Building Access Policy

No person may occupy the MakeICT Makerspace outside of officially posted event times except for the following:
- Members in good standing who are in possession of a key to the makerspace that has been granted in accordance with the Key Policy.
- Guests of members with keys, as described in the Guest policy.
All members and guests must obey all Standing rules and policies.
All members and guests must have a signed waiver on file before using any equipment in the makerspace, and must have the appropriate authorizations for any equipment that requires authorization, as specified in each area access policy.
No sleeping/living in the space (occasional naps are okay)
People who have been asked to leave the space by security, and people who have had keys revoked, may only be present as guests of security officers or board members.
All art, signs, etc. must be approved by the appropriate lead, committee, or board. All space not allocated to a specific area belongs to Facilities.

Approved by the board 19 April 2018, modified on 3 May 2018, December 19 2019 and April 20 2023

Badge Policy

All members and guests must visibly wear an ID issued by MakeICT while in the makerspace.
- Members with keys must wear their photo ID badge.
- Temporary IDs will be issued to guests, event participants, and members who do not have one.
Photo ID Badges will be issued to members once they have completed the requirements for obtaining a key to the building.
Photo ID Badges may be issued to members without keys, but must be visually distinct from the keyed member badges
Photo ID Badges may be issued to frequent guests, but must be visually distinct from member badges, and have the name(s) of the sponsoring member(s) printed on them.

Approved by the board 19 April 2018

Guest Policy

Members with keys may bring guests into the MakeICT Makerspace.
Guests must sign-in and wear a guest ID.
Any person who is not a member with a key must be the guest of a member with a key to occupy the MakeICT Makerspace outside of officially posted event times.
- This includes members who have not yet received their key, have lost their key, or, for any reason, do not have a key upon arrival at the makerspace.
Members are responsible for their guests and their actions.
Guests must be directly supervised at all times while in the MakeICT Makerspace.
- This includes children. The lounge is not a daycare.
Guests are strongly encouraged to become members and obtain a key.
Members with keys may bring guests to the MakeICT Makerspace, as long as they are not charging a fee.
- Four guests or more may require a reservation in accordance with published rules / access policies for each area.
- Makers may charge guests a fee to be in the Makerspace if they are actively tutoring them in a scholastic subject, or in accordance with current MakeICT class policies.
- The host member is responsible/liable for the actions and consequences of their guests, and all guests must follow all current MakeICT policies and rules.
- There is no fee for this resource to our members, but a donation is suggested to offset facility costs.
Guests must complete appropriate training by an authorized instructor before use of restricted equipment.

Approved by the board 30 May 2017, amended at the 2018 Annual Meeting, amended by the board 27 July 2020 and 17 November 2022.

Classroom Reservation and Rental Policy

Purpose Statement: Classrooms are a valuable asset to our membership, providing space to work on projects, share skills, teach others, and generally accomplish our mission of learning and building community. In addition to making these spaces available to our membership, and in alignment with our mission, it is our goal to make this space available to the community at large so like minded individuals and organizations who share in our mission can engage and build community with us.

Classrooms are available for reservation or rent to MakeICT members and non-members.
Members may reserve rooms for meetings and gatherings with other members at no charge with 8 days advance notice.

Members may reserve regular classrooms for a cost of $25/hour or competitive rate with at least 8 days notice if the ratio exceeds 3 guests per member.

Groups may apply to the Classroom Management Committee at least 8 days in to request adjustment of fees, and may petition the board of directors if the Classroom Management Committee declines.

Room Reservations will be posted on the online room reservation calendar.
Room Reservations must be accommodated by the membership. If a room is reserved in accordance with this policy then the room is for the exclusive use of the renting party for the period they have reserved it.
Rooms which are not reserved are always available for the use of MakeICT members so long as their activity does not impinge on the rooms use by others.

Adopted by BOD 25 July 2020. Policy update adopted by board July_21st_2022

Key Policy

Keys are handled by the Security Team who can be contacted at security@makeict.org

A key that grants 24/7 access to the MakeICT Makerspace can be obtained, at the discretion of the Security Group, by members who meet the following criteria:

Obtaining a key

Participate in a New Member Orientation and be an active member in good standing with MakeICT and all of its programs.
Become part of the community by completing a Key Application Form that includes the following:
- A few multiple-choice and short answer questions to learn more about you.
- 6 signature fields to meet some members of our community:
  - 2 board members or program directors
  - 2 area leads, assistant area leads, or committee leads
  - 2 active keyed members
- Signers will get acquainted with you by asking you questions about yourself.
  - Each signature must be unique and indicates they personally sponsor your Key Application Form.
  - Signers reserve the right to ask you to stay around longer before signing your Key Application Form.
  - Signers who qualify for multiple signatures on the Key Application Form may only sign once.
- Some rules that you must adhere to including but not limited to:
Contact the Security Team and submit your Key Application Form to request a key.
- Security Officers will ask you questions to become acquainted with you, similar to when you received your signatures.

Having a key

Each member who retains a key and access to the space must have a completed Key Application Form on file.

Losing a key

A lost key must be reported immediately so that it can be deactivated. If the key is found later, it can be reactivated.
Replacement keys are $5.00.

Revoking key access

The following events may result in forfeiture of your key:
- Loaning your key to any other person.
- Duplicating your key without authorization.
- Disobeying any policy set by MakeICT or any of its programs.
Any active Security Officer may deactivate a key of a member and must immediately notify the Lead Security Officer.
In the event a key is revoked, Lead Security Officer shall notify the appropriate member, the Makerspace Area Leads, and the Board of Directors of the reason by phone or E-mail within 48 hours.

Regaining key access

If a member's key is revoked, they can request another one by filling out another Key Application Form and submitting it to the Board of Directors.

Special cases

The Key Application Form process can be bypassed with a Key Assignment Form filled out by the Lead Security Officer.

Forms

All changes to the Key Application or Key Assignment forms must be submitted to the board for approval.

Initial policy approved by the board on January 2, 2017. Additions to the policy were approved on May 30 2017, October 16 2017, and May 21 2018.

Committees

Committees are voluntary groups, formed in order to operate and maintain a new area of the Makerspace, foster growth of a community of interested persons, or accomplish certain needs, subject to the oversight of the Board of Directors. The three types of committees are: Standing Committees which are formed by the Board and are on-going Ad Hoc Committees which are formed by the board to do a specific task and serve for a defined amount of time Specialized Committees are formed by the membership and approved by the Board. The board may approve, modify and approve, or deny the request to form the committee. If approved, the board may assign physical space or other assets, equipment, and a budget to the newly formed committee as it sees fit.

Specialized Committee Formation

At least 5 members are required to form a specialized committee, by adding the request to the next monthly Board agenda, that includes:
- the name of the committee
- description of what it does
- names all committee members
- recommended chair
There is no limit to the number of committees a member can serve on.

Subcommittees for Events

Subcommittees can be formed for specific events, either by the Events committee or Board of Directors
These will be formed for a specific event, and will cease to exist after the event.

Dissolution

A few conditions will trigger a review at the next board meeting. If these are not rectified at or before the board meeting 2 months following that one, the committee will be brought up to be dissolved or changes made.
When a committee is dissolved by a vote of the Board all monetary assets will return to the general fund of the makerspace. Any physical assets of the committee can be requested by another committee in writing prior to the next month’s board meeting, any physical assets not requested by the next month’s board meeting by another committee can be disposed of with the written approval of at least 3 board members.

Committee Leadership

Each Committee shall select by vote a recommended Committee Chairperson and shall vote for a Committee Chairperson prior to the September Board Meeting each year, so that the recommendation may be presented to the Board. The Board shall appoint the Chairperson for each Committee, taking into consideration the recommendation of the Committee.
The Committee Chair, once appointed by the board, shall appoint a Vice Chair.
Duties of the Committee Chair:
- The principal duty of the Chair is the recruitment of Committee members, and organization of volunteer activities needed to operate and maintain the Committee resources.
1. Responsible for operations of the Committee, providing reports on the status and activities of the committee at the monthly Board of Directors meeting, and managing the finances of the committee. This will include reviewing financial transactions attributed to their committee and working with the Treasurer or Accountant to correct any errors.
2. Maintaining the safety of the Committee area, including ensuring the safe operation of all tooling.
3. Maintaining good order of committee area and resources, ensuring adequate supplies of consumable items are maintained.
4. Enforcing the rules established by the committee, and of MakeICT within their area.
5. Maintain an accurate inventory of all tools and equipment, in the format provided by the Board.
Duties of the Vice-Chair
1. Assist the Chair, as determined by the Chair or by the Committee at large.
2. Provide oversight and supervision of the Committee area when Chair is not present.
3. Serve as Interim Chair when:
  1. The Chair is not available due to vacation or illness
  2. Has resigned or been removed by the Board

Committee Responsibilities and Rules

Committees shall either hold regular meetings which must be on the public calendar each month, and may be online and/or in person, or communicate in the forum in a way accessible to members.
- Exceptions to the communication accessible to members shall be the Security and IT committee, if considered needed. Otherwise discussion shall be accessible.
- Failure to either hold a meeting or communicate in a forum shall trigger a review at the next board meeting, and possible dissolution of the committee as above.
Committee members shall be considered:
1. Those people who have attended a meeting (if held) within the past 3 months, unless otherwise requested to not be so considered.
2. Those who have participated in an open forum and requested to be considered part of the committee. Unless the Chair and Vice Chair both object, in which case the person can request the board review it.
- Committees must maintain 5 members, or they shall trigger a review at the next board meeting, and possible dissolution of the committee as above.
Purchasing
- The Committee Chair may make purchases of supplies and/or tooling without Committee vote, for purchases in amounts less than $500, or 1/3 of the Committees total fund balance, whichever is smaller.
- Purchases for items exceeding $500 require a majority vote of the Committee at the next regularly scheduled Committee meeting, or at a duly called emergency meeting, or by a vote of the Board of Directors.
- All purchases shall be reported to the Treasurer, and any current committees which deal with finance or inventory.
Contracts or other agreements
1. Any contracts or other agreements must be presented to the board of directors for approval prior to any agreement, either at a board meeting as normal or via email (with expressed unanimous board consent).
Committees are responsible for establishing the rules of the Committee area.
The Chair/Vice-Chair shall be empowered to enforce the rules of the Committee, and of MakeICT within the Committee area, and may limit access to the Committee area for a time not to exceed the last day of the subsequent month. The Chair may petition the Security Lead to enforce a longer or more stringent consequence.
Committee meetings must be posted on the calendar and announced on the forums. Meetings to select a chair recommendation shall be published a minimum of 5 days in advance.
The Chair may hold an emergency Committee meeting with 5 days’ notice on the forums of MakeICT, and on signs conspicuously posted in the committee area, provided a good faith effort to notify all current committee members is performed, and that the time of the meeting is not unreasonably restrictive on the members.
Committees may establish other positions as needed to ensure the effective operation of the committee, or to accomplish Committee goals. Ad Hoc positions with spending authority, or administrative access to MakeICT resources, require the approval of the Board.
Each committee will need to maintain a page on the wiki with at least the following information:
- The name of the committee chair
- Meeting minutes
- A list of all active members
- A brief statement listing the goals or tasks assigned to the committee.
- Links to any available owner’s manuals or technical information for all committee equipment.
- All rules made by the committee for committee areas or covering all committee equipment.
- Any new rules made by the committee for specific committee equipment.
- Failure to do so will trigger a review of the committee and possible dissolution.

Approved by the board on October 17,2019 updated on 19 May 2022