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standing_rules [2023/02/23 19:56] – [3. Safety] major update mpickhardstanding_rules [2023/02/24 01:10] – [9. Shop Budgets and Purchase Requests] major update mpickhard
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 In all cases, the member(s) hosting one or more guests are responsible for:  In all cases, the member(s) hosting one or more guests are responsible for: 
-  * Verifying that each guest has a signed waiver on file as they enter 
   * Verifying that each guest has signed in   * Verifying that each guest has signed in
   * Making sure guests understand the guidelines under which we operate   * Making sure guests understand the guidelines under which we operate
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 **5.1  Bringing Property to The Bodgery ** **5.1  Bringing Property to The Bodgery **
  
-  * Do not leave any property at the Bodgery that does not fit on your member storage plot/shelf.  +  * Do not leave any property at the Bodgery that does not fit on your member storage plot/shelf (See section 6). 
-    * Unless you fill out a “parking permit”.  (See 6.3) +    * Unless you fill out a “parking permit” and place it in the designated Project Parking area. (See 6.3) 
-  * If you want to donate/lend tools to the Bodgery, you must get prior approval from the board (see 5.3 and 5.4).+  * If you want to donate/lend tools to the Bodgery, you must get prior approval from the relevant Area Captain(s) or board (see 5.3 and 5.4).
   * Any property not meeting the [[standing_rules#storage|Storage]] requirements below will be considered abandoned. The Board of Directors reserves the right to dispense with said property in whatever manner they see fit (see 5.2).   * Any property not meeting the [[standing_rules#storage|Storage]] requirements below will be considered abandoned. The Board of Directors reserves the right to dispense with said property in whatever manner they see fit (see 5.2).
  
 **5.2  Handling Abandoned Property at The Bodgery ** **5.2  Handling Abandoned Property at The Bodgery **
  
-Because The Bodgery must actively defend itself from clutter and unwanted property, abandoned property is treated as though the owner places no value on it and will not return to claim it. In the interest of the members of The Bodgery 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.  +Because The Bodgery must actively defend itself from clutter and unwanted property, abandoned property is treated as though the owner places no value on it and will not return to claim it. In the interest of the members of The Bodgery 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. Property is considered abandoned if it meets at least one of the following criteria:  
-Property is considered abandoned if it meets at least one of the following criteria:  +  * The property is neither shared nor donated, violates the safe storage rules, or has no valid Parking Permit attached
-  * The property is neither shared nor donated, violates the safe storage rules, has no attached Parking Permit or has been stored more than 30 days+
   * The property is in member storage and is either stored unsafely or exceeds the owning member’s plot   * 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 The Bodgery +  * The property is owned by a former member and has not been collected within thirty days of that person’s departure from The Bodgery
   * Any other criteria defined in section 6 ([[standing_rules#storage|Storage]]).   * Any other criteria defined in section 6 ([[standing_rules#storage|Storage]]).
  
 The following may or may not occur, at the discretion of the board and if volunteer time and Bodgery space is available: The following may or may not occur, at the discretion of the board and if volunteer time and Bodgery space is available:
-  * The member may be contacted about the abandoned property (but only if labeled)+  * The member may be contacted about the abandoned property (but only if labeled with a name and/or phone number)
   * The abandoned property may be relocated to a designated area for a limited amount of time   * The abandoned property may be relocated to a designated area for a limited amount of time
  
 Abandoned property will first be offered to area captains and then either donated, recycled or thrown in the trash. Abandoned property will first be offered to area captains and then either donated, recycled or thrown in the trash.
  
-//Note: It is wise to label with your name anything personal you bring to and use in the space. Accidents happen and everyone forgets things occasionally. To maintain ownership of your property, please label appropriately, in a way that will not easily wear off or fall off.//+//Note: It is wise to label with your name anything personal you bring to and use in the space. Accidents happen and everyone forgets things occasionally. To maintain ownership of your property, please label appropriately, in a way that will not easily wear off or fall off. Items with labels that have fallen or worn off may be disposed of as abandoned property.//
  
  
 **5.3  Donated property ** **5.3  Donated property **
  
-Definition: The property is brought to The Bodgery by a member or guest who wants The Bodgery to become the new owner of the property.  +  * Definition: The property is brought to The Bodgery by a member or guest who wants The Bodgery to become the new owner of the property.  
-Process: Contact the Board and receive approval (PRIOR to bringing it). +  * Process: Contact an Area Captain or the Board and receive approval PRIOR to bringing it.
  
 **5.4  Shared property**  **5.4  Shared property** 
  
-Definition: The property is brought to The Bodgery by a member (not a guest) who wants to share its usage, but not ownership of the property. The member retains ownership of the property.  +  * Definition: The property is brought to The Bodgery by a member (not a guest) who wants to share its usage, but not ownership of the property. The member retains ownership of the property. Bodgery ownership by donation or purchase is preferred over shared property. 
-Process: Contact the Board and receive approval  (PRIOR to bringing it). +  * Process: Contact the Board or Area Captain and receive approval PRIOR to bringing it. Members removing their personally-owned shared property from The Bodgery are highly encouraged to notify the Area Captain(s) or Board that the property is being removed. This is both a courtesy to others and a safeguard against apparent theft. 
-Ensure item has been documented on the Lender Log. +
-Members removing their personally-owned shared property from The Bodgery are highly encouraged to notify the member mailing list that the property is being removed. This is both a courtesy to others and a safeguard against apparent theft.  +
  
 ==== 6.  Storage ==== ==== 6.  Storage ====
  
-**6.1  Safe Storage ** +**6.1  Safe Respectful Storage ** 
-All property at The Bodgery 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.  +All property at The Bodgery 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 properly 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 a work surface after the member or guest using it cannot be found and is presumed to have left, except as allowed using Assembly Permits in the extended woodshop area 
   * Property left on the floor, especially when it creates a trip hazard and/or obstructs a door or walkway    * 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 4”  +  * Property on a shelf, including a member storage shelf, that protrudes more than 4”  
-  * Property on any shelf that protrudes more than 4”  +  * Property not in a designated area. Example designated areas are: project parking, assembly table with attached assembly permit, member storage, member studio. 
-  * Property left leaning against a wall, beam, or storage area  +  * Property left leaning against a wall, beam, member shelves, etc. 
-  * Property piled in front of a storage area +  * Property stored below and surrounding member shelves 
 +  * Property containing fuel. Engines are OK but must have the fuel tank drained, the engine run dry, then the fuel tank vented (open) outdoors for at least fifteen minutes.
   * For property in the outside back parking area...   * For property in the outside back parking area...
     * You must request and receive Board approval prior to leaving any items/projects (including vehicles and trailers) in the outside back parking area for more than 24 hours. Board approval can be sought by emailing the Board (<board@thebodgery.org>) or messaging the Slack #ask-the-board channel. Any items/projects left for more than 24 hours without approval or past the expiration of the Board’s approval can be removed at the member’s expense or disposed of by a Board member (see also 5.2 abandoned property).     * You must request and receive Board approval prior to leaving any items/projects (including vehicles and trailers) in the outside back parking area for more than 24 hours. Board approval can be sought by emailing the Board (<board@thebodgery.org>) or messaging the Slack #ask-the-board channel. Any items/projects left for more than 24 hours without approval or past the expiration of the Board’s approval can be removed at the member’s expense or disposed of by a Board member (see also 5.2 abandoned property).
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 **6.2  Member Storage**  **6.2  Member Storage** 
  
-Each member is entitled to one “plot” in member storage, which is a defined, limited space for keeping his or her private property, typically an allotment of member shelving. Each member must label their plot with their name and telephone number in case they need to be contacted.+Each member may use the following in the member storage area(s) with no extra charge: 
 +  * One shelf spot approximately two-feet wide, OR 
 +  * One locker 
 +Additional shelf spots or lockers, as well as other storage options, may be rented using the Bodgery membership website.
  
-Each member must keep their private property in only one plot and not exceed the physical dimensions of that plot. The only exceptions are for property tagged with a Parking Permit (see 6.3) or in the outdoor back parking area (see 6.1). +Each member must label their shelf/locker with their name and telephone number in case they need to be contacted and in order to know whether it’s available or abandoned. Material without a label on the shelf/locker is considered Abandoned Property (see 5.2). Member property must be stored per Safe Respectful Storage (6.1)
  
-Member property that is not stored safely, not properly labeled or not in an appropriate area is both dangerous and disrespectful and is considered abandoned (see 5.2).  +Properly labeled but empty member storage may be reclaimed by the Bodgery Operations Manager or designee for use by other members if it remains empty for four weeks.
- +
-A properly labeled but empty member storage plot (shelf) may be reclaimed for use by other members if it remains empty two weeks after the Bodgery Operations Manager or designee places a notice of non-use on the plot/shelf.+
  
 **6.3  Parking Permits**  **6.3  Parking Permits** 
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 ==== 7.  Access ==== ==== 7.  Access ====
-Each member is responsible for maintaining the security of his or her own keycard or fob (access credentials). If you suspect that your card or fob has been copied, please see the Board of Directors about replacing or changing it. +Each member is responsible for maintaining the security of his or her own key fob or card. If you suspect that your key fob or card has been copied, please see the Board or designee 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.  +Key fobs or cards 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 The Bodgery, or exercise other benefits of membership simply for possessing access. Sharing or loaning access outside these limits is grounds for member termination. 
- +
-Such trustees are not considered members and are not allowed to use tools, host guests, store their personal property at The Bodgery, 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. +
  
 ==== 8. Finances ==== ==== 8. Finances ====
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 **8.1  Signatories ** **8.1  Signatories **
  
-Signatory responsibility for the Bodgery’s bank accounts resides in the President and Treasurer of the Board. Checks and purchase cards for the Bodgery’s financial accounts shall be issued only to the President and Treasurer of the Board for their exclusive use, and will be surrendered to the Board or destroyed upon their leaving office.+Signatory responsibility for the Bodgery’s bank accounts resides in the Board President and Treasurer. Checks and purchase cards for the Bodgery’s financial accounts shall be issued only to the President and Treasurer for their exclusive use, and will be surrendered to the Board or destroyed upon their leaving office.
  
 **8.2  Purchase Authority ** **8.2  Purchase Authority **
  
-The Board may delegate purchase authority to any member, ad-hoc group of members, or committee on a case-by-case basis in order to expedite necessary expenditures or ensure proper upkeep of the Bodgery and its facilities. +Purchases and expenditures made on behalf of the Bodgery must be made within the scope defined by the Board. The Treasurer must be notified after purchase with a valid receipt. Expenditures must have approval in the manner of the first qualifying item in this list:
- +
-The nature and amount of the purchase, the member or members to whom the purchase authority is delegated as an “assigned agent”, and the time frame for the purchase or expenditure must be approved by a majority vote of the board. +
- +
-Purchases and expenditures made on behalf of the Bodgery may be made within the scope defined by the Board, the Treasurer must be notified after purchase, and obtain require approval in the manner of the first qualifying line: +
    - Expenditures that the board finds are necessary to the safety and security of the Bodgery and its members (such as liability insurance premiums, fire suppression equipment, security cameras, etc.) require a majority vote of the Board to be granted approval.    - Expenditures that the board finds are necessary to the safety and security of the Bodgery and its members (such as liability insurance premiums, fire suppression equipment, security cameras, etc.) require a majority vote of the Board to be granted approval.
-   - Any expenditures more than $1,000 that are to be made by any member on the Bodgery’s behalf require a majority vote of the Board and a plurality vote of the membership to be granted approval.  +   - Expenditures more than $1,000 require a majority vote of the Board and a plurality vote (i.e. a majority of the votes cast) of the membership to be granted approval. The board must re-approve the expenditure if it is not made within a year of the initial board approval. 
-   - Expenditures more than $100, but less than $1000 that are to be made by any member on the Bodgery’s behalf require a majority vote of the Board to be granted approval. +   - Expenditures made by area captains, machine captains or their designee, up to the amount in their area balance, do not require prior approval. 
-   - Expenditures made by area captains against their tracked balances or predetermined budgets (and within those limits) do not require prior approval, and the Treasurer must be notified after purchase. +   - Expenditures more than $100 (but not more than $1000) require a majority vote of the Board to be granted approval. The board must re-approve the expenditure if it is not made within a year of the initial approval. 
-   - Expenditures less than $100 that are to be made by any member on the Bodgery’s behalf require prior written or email approval from either the Treasurer or President. +   - The Board may delegate purchase authority to any member, ad-hoc group of members, or committee. The nature and amount of expenditures, the members to whom the purchase authority is delegated, and the time frame for expenditures must be approved by a majority vote of the board. 
 +   - Expenditures less than or equal to $100 that are to be made by any member on the Bodgery’s behalf require prior written approval from either the Treasurer or President. 
  
 **8.3  Reimbursements ** **8.3  Reimbursements **
  
-Any member requiring reimbursement for a purchase or expenditure should send an email to treasurer@thebodgery.org with their full name, the amount requested, the date of the purchase, their desired means of reimbursement, and an attached copy of the receipt. +Any member requesting reimbursement for a purchase or expenditure should send an email or Slack DM to the Treasurer with their full name, the amount requested, the date of the purchase and an attached copy of the receipt. Reimbursements will be made by PayPal unless other arrangements are made beforehand.
  
-Upon receipt of the email, the Treasurer shall confirm that the purchase was made according to the procedures outlined above. Upon confirmation, the treasurer shall issue a reimbursement to the requesting member.+Upon receipt, the Treasurer shall confirm that the purchase was made according to the procedures outlined above. Upon confirmation, the Treasurer shall issue a reimbursement to the requesting member.
  
 **8.4  Financial transparency ** **8.4  Financial transparency **
  
-The Treasurer must provide the Board with a complete and accurate financial picture of the Bodgery’s accounts at least once a month. +  * The Treasurer should provide the Board with a complete and accurate financial picture of the Bodgery’s accounts at least once a month. 
- +  * The Treasurer should provide the Bodgery’s membership with an up-to-date financial report at least once per calendar year. This report should include: 
-The Treasurer must provide the Bodgery’s membership with an up-to-date financial report at least once per calendar year. This report must include: +    * A summary of the Bodgery’s income broken down by month and category 
-   - A summary of the Bodgery’s income broken down by month and category, and +    * A summary of the Bodgery’s expenditures broken down by month and category
-   - A summary of the Bodgery’s expenditures broken down by month and category+
  
 **8.5  Transition process ** **8.5  Transition process **
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 Until this transition is complete, the outgoing President and Treasurer shall maintain responsibility for financial concerns, but are required to inform the new officers and the Board of all transactions that take place and their outcome. Until this transition is complete, the outgoing President and Treasurer shall maintain responsibility for financial concerns, but are required to inform the new officers and the Board of all transactions that take place and their outcome.
  
-==== 9. Shop Budgets and Purchase Requests ====+==== 9. Shop Areas and Purchase Requests ====
  
-**9.1  Shop Budgets**+**9.1  Shop Areas**
  
-Shop budgets are defined as a monthly allowance of funds taken from the Bodgery’s general available funds to be used towards maintenance, repair, and improvement of a specific area of the shop and may be spent by specific allowed Authorized Agents. +Shop area budgets are defined as a monthly allowance of funds taken from the Bodgery’s general available funds to be used towards maintenance, repair, and improvement of a specific area of the shop. The monthly area budget accumulates as an area balance. The money in the area balance may be spent by Area Captains per the Purchase Authority.  
 +If the board decides that the available general funds are not sufficient to provide area budgets, then either no distribution will be made or the amount available will be distributed proportionally among the allocated budget amounts.
  
-Budget amounts will be distributed on the 1st of every month.+Area budgets may be created, modified or eliminated by a majority vote of the board. The amount of a budget will be determined by the board’s best judgement, which may include but is not limited to historical repair/maintenance costs, frequency of space utilization, availability of funds, and fairness of distribution.
  
-Budgets will be funded from the Bodgery’s preceding month’s income after all other expenses or reserves (insurance savings, e.g.).  If income is less than zero, no distribution will be made. If the income is not greater than the sum amount of budgets to be distributed, then the amount available will be distributed proportionally among the allocated budget amounts.  An exception to this rule may be made if a single month had a disproportionately large one-time expense; treasurer will identify an exception of this nature in the monthly report. +**9.2 Machine Fee Areas**
  
-Budgets can be created or modified by a two-thirds vote of the board. The amount and structure of a budget will be determined by the board’s best judgement, which may include but is not limited to historical repair/maintenance costs, frequency of space utilization, availability of funds, and fairness of distribution.+Machines with a machine-specific fee may be administered by a Machine Captain rather than an Area Captain. Because Machine Captains have purchase authority, they must be approved by the board or the corresponding Area Captain, if any.
  
-Budget balances (not tracked balances) not spent before the end of the month in which they were distributed will will roll over into the area’s tracked balance.+**9.3  Purchase Requests**
  
-**9.2  Purchase Requests** +Assigned Agents (including but not limited to Board Members and Area Captains) may make purchases or bring requests for purchases to the board.
- +
-Assigned Agents (this includes but is not limited to Board Members and Area Captains) may make purchases, or bring requests for purchases to the board.+
  
 Members with purchase requests/suggestions should first bring the topic to the appropriate Area Captain(s), or Assigned Agent(s) if it doesn’t fall under a shop area’s purview. Members with purchase requests/suggestions should first bring the topic to the appropriate Area Captain(s), or Assigned Agent(s) if it doesn’t fall under a shop area’s purview.
  
 If members disagree with their Area Captain(s) or Assigned Agent(s) regarding the necessity of a requested purchase, they may bring the request directly to the board during the ‘member comments’ section.  In addition to the above purchasing guidelines, the Board will consider the request on the additional guidelines of sufficient member support, and should seek input from the Area Captain(s) or Assigned Agents(s) as to why they initially declined to pursue the purchase. If members disagree with their Area Captain(s) or Assigned Agent(s) regarding the necessity of a requested purchase, they may bring the request directly to the board during the ‘member comments’ section.  In addition to the above purchasing guidelines, the Board will consider the request on the additional guidelines of sufficient member support, and should seek input from the Area Captain(s) or Assigned Agents(s) as to why they initially declined to pursue the purchase.
- 
 ==== 10. Discipline Policy ==== ==== 10. Discipline Policy ====
 The board may terminate membership immediately if a member: The board may terminate membership immediately if a member:
standing_rules.txt · Last modified: 2024/03/04 18:59 by mpickhard