Table Of Contents:
Reserved for Amendments
Reserved for Example Forms
Reserved for sample letters for members
These are the Bylaws of which the hackerspace "HackTheory" has approved for publication.
We are following the template put forth by the "Harford Hackerspace" or "HaHa".
The name of the organization will be HackTheory and can be abbreviated as HakT.
HackTheory has been organized for the purpose of advancing scientific and educational goals while trying to further enrich the local community in the field of information technology.
Our missions is: To create a safe environment for community members with similar interests to meet and explore technology, science, and advancement of knowledge.
HackTheory is to be organized specifically for charitable, educational and scientific purposes within the definition of Section 501(c)(3) of the International Revenue Code or other sections in relation to future federal tax codes.
(a) Basic members are defined as any individual that supports the mission statement in Article 1, Section 2 of the bylaws. Persons not 18 years of age or older must have their parent or guardians written, signed approval to join. For information and pre-made forms please check (here)
(c) Charter members are defined as the group of individuals involved in the creation of the organization. These are members that have donated to HackTheory before renting or owning of real-estate. A Basic member can be elevated to a Charter member with an unanimous vote from all existing Charter Members.
The amount, payment period, due date and acceptable methods of collection of dues shall be reviewed at each year at the annual "Organizational Planning" meeting. The board will choose weather to accept pledges that are not monetary such as maintaining the property, advertising or other such items.
(a) Basic membership dues will be set at the beginning of each Fiscal year. Basic members may petition to Board members for special consideration or to have fee's credited or waved under special circumstances. All board members must agree unanimously, decision will last until the end of the current Fiscal year unless other arrangements have been made.
(a) Board member dues shall be set by unanimous vote of all active Board members at the beginning of each fiscal year. Dues may be adjusted by a unanimous vote once yearly by a specially called public meeting. Special consideration may overrule this judgment at a later time if all active Board members are in agreement.
(a) Charter member dues shall be set by the Charter Members at the beginning of each fiscal year. Dues may be adjusted by a 3/4 vote of all active Charter Members during the year at a Specially called, public meeting of Charter Members in cooperation with Board Members( At least 1 Board member must be present for comment). Continued Charter membership is contingent on being up to date on membership pledge.
(a) Dues are flexible and will be considered by the board for enrollment of a new "Student" member. Student members are defined in Section 1(d).
(b) As stated in Section 2 (heading). The Board may choose to accept pledges that are not monetary such as maintaining the property, advertising or other such items for the agreement of a lower or waved membership due.
(a) Guest's as defined in Article II. Section 1(e) are exempt from dues baring specific considerations. This may be considered as a "limited" membership and in some cases may not be allotted the same benefits of "Basic" membership as defined in Article II Section 5. Note Article II Section 5(e) specifically for Guest members.
(a) Members may vote in organization elections.
(b) Members may serve on the board for the organization.
(c) Members shall vouch for guest, taking responsibility for the property of the organization upon themselves.
(d) Members may request unsupervised access to the organization's facilities. *Note that extenuating circumstances may exist, if needed a Board vote of 3/4 may be instated.
(e) Members shall follow all rules set by the board.
(a) Board Members may vote in organization elections.
(b) Board Members shall serve a term of one year.
(c) Board Members shall be allowed to serve an unlimited amount of terms.
(d) Board Members shall vouch for guest, taking responsibility for the property of the organization upon themselves.
(e) Board Members shall state an intended pledge amount to help offset the costs of the organization. Pledges may be in a non-monetary form.
(f) Board Members shall follow all rules set by the board.
(g) Board Members shall have unattended access to the property of the organization.
(h) Board Members shall be able to motion for a vote on issues.
(a) Charter Members shall have unattended access to the property of the organization.
(b) Charter Members may Reset the board with a 3/4 vote in favor by the Charter Members. All previous Board members may re-run for the open Board positions after a board reset. Board members must be voted in by majority after a board reset. Candidates may not be elected by default. In event of a Board Reset there will be a 1-3 Day period in which members may be notified to vote for their new Board.
(c) Charter Members may serve as a board member in addition to the already existing board members only while present at a board meeting or by proxy.
(d) Charter members shall Vouch for guest, taking responsibility for the property of the organization upon themselves.
(a) Student Members shall not be allowed to vote.
(b) Student Members shall not serve on the board unless nomination is approved by a unanimous vote of the current acting board or a 3/4 vote from all active Charter Members. In the event that a Student member is active on the board they must be able to preform all of their duties as a board member or forfeit their board position.
(c) Student Members shall vouch for guest, taking responsibility for the property of the organization upon themselves.
(d) Student members shall state an intended pledge amount to help offset the costs of the organization.
(e) Student members are required to complete a specified amount of 'service hours' set by the board.
(a) Guest Members shall not serve on the board.
(b) Guest members shall not vote in elections.
(c) Guest members shall follow all rules set by the board.
(a) Any member may resign by filing a written resignation with the secretary.
(b) A non-Charter Member can have their membership terminated by a majority vote of all active members.
(c) Upon resignation or termination all property loaned to the terminated/resigned member by HackTheory must be returned. Similarly all property the resigning member has loaned to the collective space will be returned to the resigning member or made available for the individual to pick up. The terminated/resigned shall have 30 days from the date written on a signed resignation or notice of termination to pick up any property. If the property is not collected it will be considered abandoned and becomes property of HackTheory. If extenuating circumstances exist and 30 days in not acceptable a longer period can be requested from the board, majority vote will be required to grant a longer period.
(a) Members who fall under the categories of “Charter” “Board” and “Basic” may be allowed to petition to have a project partially or completely funded by the HackTheory Hackerspace assuming a budget surplus. Unless otherwise specified in the project proposal any technology or equipment resulting from the funding of this project will become property of the HackTheory hackerspace and documentation/code will be release under a public license to the greater community. These provisions shall not apply to projects not partially or completely funded by HackTheory.
(b) Members falling under the “Student” Category under limited conditions may also apply to have projects partially funded by HackTheory Hackerspace assuming a budget surplus. This will be limited to a Unanimous decision by the board and a majority vote by the Charter Members. The project in question must be something that can benefit the community or the HackTheory public space. Unless otherwise specified in the project proposal any technology or equipment resulting from the funding of this project will become property of the HackTheory hackerspace and documentation/code will be release under a public license to the greater community. These provisions shall not apply to projects not partially or completely funded by HackTheory.
(c) Members who fall under the “Basic” membership category may petition to have unattended access to HackTheory space as long as they are of 18 years of age or older and a vote of the Board passes unanimously. This privilege may be removed by a majority vote by the board or a majority vote of the Charter Members.
(d) Members who fall under the “Charter” and“Board” categories may be allowed unattended access to HackTheory space unless there is reason to deny such privilege. This privilege may be removed by a unanimous vote by the board or a ¾ vote of all active Charter Members.
(e) Members who fall under the “Guest” category cannot petition to have HackTheory fund a project. Guest members shall not be granted unattended access to HackTheory spaces.
(a) Regular meetings of the members shall be held at minimum once every other month, at a time and place designated by the chair.
(a) An annual meeting of the members shall take place for the purposes of:
Electing a new board
Creating or terminating additional board positions
Allow board members to motion for a vote on any outstanding business/issues.
(a) Special meetings may be called by the chair or a simple majority of the board. A petition signed by no less than fifty one percent of voting members may also call a special meeting.
(b) If needed new board positions may be created during special meetings only when forming a committee.
(a) Board members shall motion to vote and a second motion is required for all issues.
(b) Members must be present to vote or they must submit a vote to the secretary, by proxy, either on paper or via e-mail.
(a) At a duly called meeting, at least 25% (One quarter) of the entire voting membership shall constitute a quorum.
(a) The board is responsible for overall policy and direction of the association, and delegates responsibility of day-to-day operations to volunteers and committees.
(b) There shall be up to Ten (10) officers but no fewer than Three (3) officers collectively referred to as "The Board". There shall always be a President also referred to as the Char, a Treasurer, and a Secretary.
(c) No officer shall be compensated for their service as an officer, though the corporation may provide insurance and indemnity for officers as allowed by law.
(a) All board members shall serve one year terms.
(b) There is no limit on the amount of terms a member can serve on the board.
(a) The board shall meet at least once quarterly, at an agreed upon time and place. An official board meeting requires that each board member receive written notice (such as email) at least 14 days in advance.
(a) Any member can nominate a candidate for a position on the board.
(b) Nominations should be submitted to the Secretary. Nominations should be either written or emailed.
(c) Elections will be held at the annual meeting except in the event of a vacancy or during a special meeting to form a new committee.
(d) At least three board members must be elected to fill the positions of Chair, Treasurer, and Secretary.
(e) The board shall have up to 10 elected members but no fewer than 3.
(f) To be elected, nominees must receive a majority vote by the members present at the annual meeting or special meeting or by proxy.
(g) Votes will be accepted on paper, ballot style to be taken up and counted by the secretary.
(h) Additional board positions may be created or terminated at the annual meeting or special meeting by a majority vote of the members in attendance or by proxy.
(k) Members shall be elected for any additional board positions.
(1) Two thirds (2/3) of board members constitutes a quorum for business transactions to take place and motions to pass.
(a) There shall be no less than three officers on the board. Consisting of a Chair, Treasurer, and Secretary. Additional board positions are optional and their duties shall be amended to the bylaws in writing.
(b) The Char shall convene regularly scheduled board meetings, shall preside or arrange for other members of the executive committee to reside at each meeting. If the chair cannot make the meeting, the Chair shall arrange for another board member to preside at the meeting.
(c) The Secretary shall be responsible for keeping records of board actions, including overseeing the taking of minutes at all board meetings, sending out meeting announcements, distributing copies of minutes and the agenda to each board member, and assuring that corporate records are maintained.
(d) The Treasurer shall make a report on finances at each board meeting. The treasurer shall chair the finance committee, assist in the preparation of the budge, help develop fund-raising plans and make financial information available to board members and to the public in the most accessible and transparent way(s) possible.
(e) The Safety Coordinator shall be responsible for ensuring that safety information is freely available to all persons using the Hackerspace for all relevant subjects that include but are not limited to Operations Manuals, Safety Tip Sheets, Warning signs and notices and MSDS's. The coordinator must insure that safety instruction is available for anyone in the hackerspace upon request. The coordinator will be the contact for notification of defective or unsafe equipment and situations and will co-ordinate the removal from service and or the repair/return to service of such situations.
(f) The Public Affairs contact shall serve as a contact point for the HackTheory hackerspace with regards to its dealings with the public and other organizations. The Contact shall be in charge of the upkeep of the official calendar of events for the HackTheory Hackerspace. Any member may initiate or conduct conversations with any person or group on behalf of the hackerspace, but it is expected that the Public Affairs Contact be kept advised of such actions in order to avoid confusion and having the organization committed beyond its' resources. A majority decision of the board is required to commit hackerspace funds to any outside activity.
(g) The location scouting coordinator shall act as the leader and point of contact for the location scouting committee. The coordinator shall delegate responsibility for contacting property owners, landlords and agents to prescreen potential locations on behalf of HackTheory. If a property is fit for use by HackTheory the coordinator is responsible for scheduling a showing of the place for all HackTheory members who wish to see the location. Only after the showing of the property to the interested members will a vote take place with regards to leasing or purchasing the location. The Coordinator shall submit a proposal to the secretary for review by the Board of Directory's prior to voting. The Coordinator shall present a summary of findings at the monthly board meetings.
(h) The events coordinator shall act as the leader and point of contact for the events committee. The coordinator shall delegate responsibility for finding local events in which HackTheory may want to attend and also for organizing HackTheory events such as workshops and fundraisers. The coordinator shall present a summary of findings at the monthly board meetings.
(a) In the event of a vacancy on the board mid-term the secretary must receive nominations for new board members from present board members one week in advance of a board meeting. These nominations shall be sent out to board members with the regular board meeting announcement to be voted upon at the next board meeting. These vacancies will be filled only to the end of the particular board member's term.
(a) Resignation from the board must be in writing and receive by the Secretary. A board member may be terminated from the board due to excess absences defined as more than two unexcused absences from board meetings in a year. A board member may be removed for other reasons by a three-fourths (3/4) vote of the remaining directors.
(b) Resignation as a Charter member must be in writing and received by the Secretary. A charter member may be removed for other reasons by a unanimous vote of the remaining charter members.
(a) Special meetings of the board shall be called upon the request of the char or one-third(1/3) of the board.
(b) Notices of special meetings shall be sent out by the secretary to each board member at least two weeks in advance except when all Board Members are present at the monthly Board meeting and the Chair or one-third (1/3) of the board calls for a special meeting. With regard to preceding exception a vote of one-third(1/3) of the board may reject the proposal for a special meeting until 2 weeks notice has been given.
(a) The board may create committees as needed, such as fund-raising, facilities, public relations, data collection, etc...
(b) The board chair appoints all committee chairs.
(a) The treasurer is the chair of the finance committee, which may include three other board members.
(b) The Finance committee is responsible for developing and reviewing fiscal procedures, fund-raising plans, and the annual budget with Member volunteers and other Board Members.
(c) The board must approve the budget and any changes to the budget. All expenditures must be within the budget.
(d) The fiscal year shall be the calendar year.
(e) Monthly and Annual reports are required to be submitted to the board showing income, expenditures, and pending income. the financial records of the organization are public information and shall be made available to the membership, board members, and the public.
(a) Proposed amendments must be submitted to the secretary to be sent out to all voting members and all active board members.
(b) Approved amendments must be appended in writing to Appendix A of these bylaws and should never be removed or altered after approval.
(c) If changes are required for an amendment it must be made in the form of a new amendment.
(d) All bylaws may be amended when necessary by two-thirds (2/3) majority of the board of directors.
(e) Article I of the bylaws may only be amended with an unanimous vote in favor by the board of directors.
(f) A reasonable effort must be made to contact the Charter Members immediately following a proposed and seconded movement to amend these bylaws.
(a) All persons using the facilities of the HackTheory hackerspace agree, as a condition of such use, to release from liability and hold harmless the HackTheory hackerspace from any claim for damages whether direct or indirect, including those resulting for any negligence by any member or guest of the HackTheory hackerspace.
(b) It is the sole responsibility and duty of any person using any equipment provided by the HackTheory hackerspace, (whether such equipment is the property of the hackerspace or loaned to it by any person or entity), to insure that they understand and follow all operating and usage instructions, including especially but not limited to, safety precautions and best practices, and to act in such a way as to prevent damage to the equipment and/or the surrounding environment. Many items of equipment are dangerous and/or expensive and the user assumes all liability, including liability for damage to themselves or the equipment as a condition of using any equipment at the HackTheory hackerspace. Members are encouraged to request assistance from others who are more experienced with the equipment in the HackTheory hackerspace.
- (c) Notwithstanding the above all persons using the HackTheory Hackerspace agree as a condition of such use to comply with any reasonable requests, including requests to desist use of any equipment or leave any area, made by any Member of the HackTheory Hackerspace. Any person is entitled to know why a Member makes such a request and may appeal such a request to a Charter or Board Member or request assistance or clarification from any available Member in the event of a disagreement. Note that the presence or absence of any request or statement from any Member of the Hackerspace in no way constitutes an endorsement by the Hackerspace of any course of action. All statements by Members of the HackTheory Hackerspace are their own and create no corporate liability on the part of the Hackerspace.
- (d) The HackTheory Hackerspace reserves the right to eject or refuse entrance or service to any person for any reason at any time. Such right may be exercised by a majority decision of the Hackerspace Members present at anytime, however members are cautioned that such extreme measures should only be used in cases of pressing danger or immediate threat. In normal circumstances a request to ban a person from the Hackerspace should be presented to the Board and handled in an expeditious, fair and open manner.
- (a) Members or other persons may loan or donate equipment or tools to the HackTheory Hackerspace with the understanding that HackTheory Hackerspace is not responsible for the upkeep or protection of the equipment and is not liable for any harm, damage, or injury directly or indirectly resulting from the use of said equipment or tools. The HackTheory hackerspace will make reasonable attempts to provide upkeep and protection for such equipment, as well as a safe environment and adequate training for the use of such equipment and tools, but is unable to and makes no representation to, provide any particular level of service.
- (b) Tools or equipment donated to the Hackerspace become the sole property of HackTheory Hackerspace and are subject to use and disposal by HackTheory Hackerspace with consent of The Board. Donations to HackTheory Hackerspace shall be recorded in writing and such records shall be maintained by the treasurer as required by Wyoming law.
- (c) Tools and equipment loaned to HackTheory Hackerspace shall be available for use by any person or group at HackTheory Hackerspace for any legitimate purpose during the operating hours of HackTheory Hackerspace, subject only to a requirement that a user demonstrate an understanding of the correct and safe use of the tool or equipment in question.
- (d) Tools and equipment purchased by or donated to HackTheory Hackerspace should be clearly marked as "Property of: HackTheory" using the most permanent method possible. (ie. engraving, branding, permanent marker, label coated with liquid acrylic). Records which include a photo, manufacturer name, model number, and serial number should be kept for the duration of the items existence in HackTheory Hackerspace.
- (a) The organization may not dissolve less than 30 days from the time a proposal to dissolve passes. A reasonable effort must be made to contact the Charter Members immediately following a proposed and seconded dissolution movement.
- (a) In the event that a movement to dissolve the organization passes, assets may be liquidated to pay off any debt the organization may have accrued. Members who have loaned items to HackTheory Hackerspace will be notified via U.S. Mail to pick up these materials. If members cannot be contacted or do not respond within 14 days items loaned to HackTheory Hackerspace will be treated as an asset of HackTheory Hackerspace. Any remaining assets of the organization must be donated to a charitable, educational, or scientific endeavor.
Reserved for Amendments
Reserved for Example Forms
Reserved for sample letters to members