Standing Rules
This is a proposed page which needs further review by the membership and the board before being considered "in-effect" - January 3rd, 2019.
This is a proposed description that defines certain aspects of how we operate as a community and as a business. The Standing Rules are referenced by our ByLaws to further refine how operations are to take place, or to describe how the membership comes to expect things to be done.
Contents |
How we operate - a guide post
Meeting etiquette
We have always strived to keep our meetings as short and to the point as possible. Whether they are member meetings or the annual "yearly meeting", we try hard to not waste anyone's time. The point of our organization is Making things after all, so time spent not working on activities is time wasted :-). Board meetings tend to be looser, but it's up to the board to decide how they want to spend their time.
Helpful Notes
- Post an agenda and meeting times as far ahead of time as is reasonable
- Starting late is ok, running long is strongly frowned upon.
- Member meetings are most attended when they start 30-60 minutes before our public hours
- Someone (usually the President) must keep conversation on-topic. Watch the clock, if you are running out of time pick up the pace of the meeting.
- Free doughnuts help attract attendees
- Be kind but stern to keep things on-track
Member Meetings
We call member meetings only as often as is needed, but it is generally good to have a minimum of one per quarter(ish). Members and officers alike can call a members meeting, but generally if has been left up to the officers to call all member meetings in the past. Meetings are called to communicate business level changes, financial issues, or get input affecting all of the members (including how to spend funds in the savings account). Whenever we do have a members meeting, it is usually good to present a treasurers report in addition to any other business to discuss. Since our member meetings are infrequent, providing a financial report at every opportunity is good. Any issues that require voting should occur during a members meeting of course. Our Bylaws cover our rules for calling meetings, establishing quorum, and voting.
Board Meetings
Typically the board meets once per month (usually the first Wednesday) after Bloominglabs public hours. This is completely up to the board to decide where and when to meet. Anyone is welcome to attend.
ByLaw References to the Standing Rules
- Article III, Section 3: Voting Membership Class Election
- ...The Standing Rules shall specify procedures for inducting new members...
- Article III, Section 4: Voting Membership Dues
- ...The amount, payment period, due date and acceptable methods for collection of dues shall be reviewed each year at the annual meeting, and shall be specified in the Standing Rules...
- Article III, Section 6: Voting Membership Resignation and Termination
- ...Any voting member may resign by filing a resignation with any officer. Resignation shall not relieve a voting member of unpaid dues or other monies owed. Voting membership shall be suspended for non-payment of dues by the Treasurer after a period of three (3) months. Any suspended voting member may restore their membership as shall be specified in the Standing Rules...
- Article IV, Section 1: Regular Meetings
- Regular meetings of voting members shall be held as designated in the Standing Rules.
- Article IV, Section 2: Annual Meetings
- ...At the annual meeting, the voting members shall elect the Board of Directors, review and vote on the Standing Rules and policies of the Corporation, receive reports on the activities of the Corporation, approve the budget and determine the direction of the Corporation in the coming year...
- Article IV, Section 6: Conduct of Meetings
- The conduct of all meetings shall follow the rules of order as specified in the Standing Rules.
Discussion
Gavin - Sorry for the italics, just wanted to separate the text readability wise.
Article III, Section 3: Voting Membership Class Election ...The Standing Rules shall specify procedures for inducting new members...
I think there was a sheet taped to one of the clipboards with information that might be relevant here. IIRC they mention that membership approval can be done through a verbal poll, which is something that may be desired to not copy over given the current size of Bloominglabs.
Article III, Section 4: Voting Membership Dues ...The amount, payment period, due date and acceptable methods for collection of dues shall be reviewed each year at the annual meeting, and shall be specified in the Standing Rules...
This should be easy given that we've been pretty consistent on practiced policy.
Article III, Section 6: Voting Membership Resignation and Termination ...Any voting member may resign by filing a resignation with any officer. Resignation shall not relieve a voting member of unpaid dues or other monies owed. Voting membership shall be suspended for non-payment of dues by the Treasurer after a period of three (3) months. Any suspended voting member may restore their membership as shall be specified in the Standing Rules...
As far as I know, practiced policy is that resign members go through the initial membership approval again. I don't really know if blabs has practiced policy of officially suspended members restoring membership, usually when a member falls substantially behind they are reached out to and either catch up or resign membership.<I>
Article IV, Section 2: Annual Meetings ...At the annual meeting, the voting members shall elect the Board of Directors, review and vote on the Standing Rules and policies of the Corporation, receive reports on the activities of the Corporation, approve the budget and determine the direction of the Corporation in the coming year...
<I>As per this, I assume the idea is to officially vote this standing rules in at the annual meeting?
Article IV, Section 1: Regular Meetings Regular meetings of voting members shall be held as designated in the Standing Rules.
Member Meetings We call member meetings only as often as is needed, but it is generally good to have a minimum of one per quarter(ish). Members and officers alike can call a members meeting, but generally if has been left up to the officers to call all member meetings in the past. Meetings are called to communicate buiness level changes, financial issues, or get input affecting all of the members (including how to spend funds in the savings account). Whenever we do have a members meeting, it is usually good to present a treasurers report in addition to any other business to discuss. Since our member meetings are infrequent, providing a financial report at every opporotunity is good. Any issues that require voting should occur during a members meeting of course. Our Bylaws cover our rules for calling meetings, establishing quorum, and voting.
Section 3: Special Meetings A petition presented to all voting members and approved by one half (1/2) of voting members may call a special meeting. Such a petition must include the date, time, place and agenda of the special meeting. Notification of the result of the petition shall be presented to all members prior to the meeting. Section 4: Quorum At a duly called meeting, at least 25% (one quarter) of the entire voting membership shall constitute a quorum. Section 5: Voting When a quorum is present, all issues, except when otherwise specified in these bylaws, shall be decided by affirmative vote of more than 50% (one half) of the voting members present.
I think this section about Member Meetings, if kept with the current wording, should be carefully distinguished from Regular Meetings. It should either be explicitly not a duly called meeting, or not a "meeting" at all to avoid claiming it as a valid voting meeting, as it lacks any of the requisite membership notification requirements that protect from a small percentage pushing through changes. As "Special Meetings" exist as an existing measure against a hostile board scenario, I think keeping Regular Meetings as only board callable would be reasonable.
Currently the proposed in-progress wiki page has a lot of helpful operational suggestions, which is a good thing to have written down, but I think it would be best if we move most of it into a separate document. Given the name "Standing Rules" and the official nature of this document both by virtue of common business parlance as well as direct reference from the Bylaws, I would think it best to treat it as to be fairly strictly followed. I would suggest that the initial version contain just codification of existing policy regarding only those issues directly referenced from the Bylaws. If there are other existing or new operating procedures that are desired to be codified, presenting them separately as an amendment would prevent any unclear policy from preventing the initial document from being approved.
Article IV, Section 6: Conduct of Meetings The conduct of all meetings shall follow the rules of order as specified in the Standing Rules.
I'm not sure what makes sense to do here. I really want this rules to be something the organization actively follows, so I want to have that be as simple as possible. At the same time, I get the feeling there are some real scenarios that the more official meeting rules of order help with. I may spend some time on writing something up for this one, but I make no promises at this time.
DRAFT
Preamble
Bloominglabs Incorporated is governed by the Bylaws and these Standing Rules. The Bylaws act as the core governing document of Bloominglabs, while the Standing Rules act as an accompanying document specifying the continuing rules and resolutions that are voted in at duly called meetings of the voting membership. As such, the Standing Rules are a more fluid document than the Bylaws which require more specific requirements to change, as specified in the Bylaws.
Standing Rules
- Membership dues shall be
- Adopted at start of Bloominglabs, incorporated into Standing Rules Feb 17th, 2019
- Class I - Full dues - Full voting rights
- $40 per month
- Class II - Reduced dues based on hardship - No voting rights
- $20 per month
- To become a member, the following shall be required of applicant
- Adopted at start of Bloominglabs, incorporated into Standing Rules Feb, 17th, 2019
- Applicant shall have attended 3 (three) Bloominglabs public events, such as Public Meetings, Makevention, or workshops.
- The applicant shall fill out an application collecting required information, including whether the applicant is applying for a hardship membership.
- The applicant shall find an existing Bloominglabs member to sponsor the applicant for membership. This member is responsible for vouching that the applicant has attended the required public events and would be a good candidate for membership. The member is responsible for filing the application with Bloominglabs and sending out an email to the membership list (bloominglabs-members@bloominglabs.org) introducing the member, specifying if they are applying for a hardship membership, and requesting any objections to the applicants membership be sent to the Bloominglabs board (contact@bloominglabs.org).
- If the applicant has completed the above steps, and no objections to the applicants membership has been voiced to the Bloominglabs board within 1 (one) week, the applicant is eligible for membership. The applicant arrange to pay the first months dues, at which point they shall be deemed a member, and granted the rights of the membership class they belong to.
- Resigned and Suspended members may restore their membership through the standard membership application process, provided that they have no outstanding membership dues at the time of application.
- Adopted Feb 17th, 2019
- Regular meetings
- Adopted Feb 17th, 2019
- Regular meetings shall be called by the board. The date, time, and place of the meeting shall be sent out to the membership list (bloominglabs-members@bloominglabs.org) at least 1 (one) week in advance of meeting.
