ALV January 2014

ALV January 2014
Date	2014-01-26
Time	15:00
Location	ACTA
Contact	Board
Minutes	ALV January 2014/Minutes
Actions	ALV January 2014/Actions

ALV January 2014
Date	2014-01-26
Time	15:00
Location	ACTA
Type	Meeting
Contact	Board

Practical Details

Date: 26th January 2014 (Sunday)

Place: (h)ACTA

Time: 3 PM

Proxy Voting Form : File:Generic proxy vote techinc.pdf

Agenda

• Chair, minute taker, # members present, # proxy votes, handing out voting post-it's
• Approving the notes from the previous meeting ALV October 2013/Actions (based on the longer minutes ALV October 2013/Minutes )
• Finalising agenda (any new points?)
• Financial report from ex-treasurer about 2012
• Notes from the board (At least: Abraham, HXX loan, CCC, Work on administration system, LDAP?, Digitalising ID cards, Doorbot project?)
  • Financial report about 2013
  • Report from the secretary on current number of members (on paper) and estimated number of still-current ("actual"/"paying") members.
  • Financial outlook on 2014 ( Including recommendation on moving )
  • Statement of board how many people pay the "suggested minimum" amount (or very close to that) or less.
• Voting for new board members.
• Votable points.
• Defence of a banned member (Wizzup: I suggest to handle this whenever Abraham joins us, we finish the current point and then handle this one, to afterwards resume the normal course)
• Any other business.

Defence of a banned member

Contact: Wizzup

Should Abraham show up at the ALV - he has expressed interest to do so - we must hear his defence and decide if we want to reverse of amend the decision made by the board. If he is at the ALV, the following will happen:

• A representative from the board (or someone from the board) will present the situation to the members and Abraham. A summary is given below.
• Abraham will then be allowed to defend himself
• The representative can react to Abraham's defence.
• The members can decide (if needed) upon a further course of action.

Suggestions for a further course of action: [If any has a majority vote, do not go for the rest of the votes]

• Enforcing the previously chosen course of action.
• Abraham being allowed to enter -only- on socials, as nonmember.
• Abraham being allowed as a member, but have no keys [similar to the above, but has membership benefits]
• Abraham being allowed in the space as long as there is another member.
• Revert the previous decision of the board completely.

Summary of what will be presented at the ALV:

In short, Abraham is not permitted in the space anymore. As member or non-member. This decision was made because he has shown repeated ignorance to our rules which eventually led to complaints from other renters in the building and complains from Urban Resort, our landlords.

Board member candidates

Contact: Wizzup, The board

The following people have shown interest via the mailing list:

• Control-K
• brainsmoke

Votable Points

0 Moving

Contact: User:Control-K

Two plans for adding more hacking space are on the table right now:

• Add space behind the beamer wall to ours
• move to WG building

more details can be found at the Space_Requirements/Location_Proposals page. Note: if we stay at ACTA and rent the adjoining space, we can relinquish the storage space to decrease our total rent by ~100 euros.

The voting procedure we will follow is the one described by ArdaXi in the pertaining email thread on January 2: "Instant-runoff" voting.

This is as follows:

We have ballots made for all attendees of the ALV. At voting time, everyone fills in a ballot with their preferences. The ballots look like this. [] Move to WG [] Expand at ACTA [] No change Everyone numbers these in order or preference, for example: [3] Move to WG [1] Expand at ACTA [2] No change Meaning this person would prefer to expand at ACTA, but if that doesn't happen they would still not want to move to WG.

To count these, the ballots are sorted into three piles according to their first choice and counted. If any one of these piles constitutes a majority (>50% of all ballots) it is elected. If not, the smallest pile is distributed over the other two according to the second choices. Then, the biggest pile is elected.

Options:

• Add extra 46m2 behind the beamer wall to our space
• Move to the WG building
• None of the above

The result of the vote cast should be made available to all parties shortly after the ALV: Urban Resort and WG.

1 Membership fee per month

Article 7.3 from our statutes allows the ALV to decide that members are allowed to pay their membership fee on a monthly basis instead of the standard yearly basis.

The following point will be voted upon with a yes/no vote, if the vote passes, it will be added to the huishoudelijk regelement:

 Members can choose to pay their membership fee yearly or per month. If they
 choose to pay per month they must pay before the 7th of the month they pay
 their membership fees for.

2 Commitment to membership fee

Contact: a&b: webmind c: ultratux

2a Vote

The following point will only be needed if points 2b or 2c pass, however it is voted upon first. The following point will be voted upon with a yes/no vote, if the vote passes, it will be added to the huishoudelijk regelement:

 Any member can request a change of his or her membership fee throughout the year, but will have to provide valid reason to the board.
 Valid reasons can be, but are not necessarily limited to: moving house/job relocation/getting fired/unforeseeable financial setbacks.
 Ultimately it is at the board's discretion. The board is expected not to accept trivial or fabricated reasons as valid justification.

2b Vote

To get a clearer view on our finances we can ask our members to commit to a membership fee for the coming year.

The following point will be voted upon with a yes/no vote, if the vote passes, it will be added to the huishoudelijk regelement:

  On joining techinc a person will commit to a certain membership-fee
  and communicate this to the board. If the member wishes to
  change his/her commitment he/she can do this in the first two weeks of the new
  calender-year.

2c Vote

If point 1 passes it is also important to know if a member is paying on yearly basis or monthly basis. If point 1 fails the following point will not be voted upon

The following point will be voted upon with a yes/no vote, if the vote passes, it will be added to the huishoudelijk regelement:

  On joining techinc a person will commit to either yearly payments of the membership-fee or monthly 
  payments. If the member wishes to change his/her commitment he/she can do this in the first two weeks of 
  the new calendar-year.

3 Membership for existing members

If one of the three votes from point 2 passes, existing members should commit to a membership-fee/payment period and inform the board of this. If point 2 fails the following point will not be voted upon.

The following point will be voted upon with a yes/no vote, if the vote passes, it will be added to the huishoudelijk regelement:

 Members registered before 26-01-2014 will inform the board of their
 membership-fee-commitment before a date to be set and communicated to the mailinglist by the board.

4 Non paying members

Contact: Control-K

At the moment nothing happens when a member stops paying. To get a better overview of our members and make sure people don't just forget to pay while they want to, the following is proposed.

The following point will be voted upon with a yes/no vote, if the vote passes, it will be added to the huishoudelijk regelement:

 * When a payment is missed, an automated email will be send to the member with a reminder.
 * If after a month the payment is still due, a board member will try to personally contact the member.
 * If after 2 months the payment is still due, your fob will be disabled and an other email will be send by the board.
 * If after 3 months the payment is still due, you will no longer be a member.

To clarify, if you miss your payment for november (witch was due on the 7th of november) a mail will be send that day. Than on the 7th of december personal contact will be sought by the board. On the 7th of january your fob will be disabled. On the 7th of february you will no longer be a member anymore.

5 Warning system and revoking membership

The following point will be voted upon with a yes/no vote, if the vote passes, it will be added to the huishoudelijk regelement:

 When a member has been disruptive to the community (and the board have recevied a formal complaint) they will get a warning from the board.
 When three warnings have been given to a member (for different types of disruption) their access privileges will be revoked.
 When a member has repeated the same disruptive behaviour that warranted a warning, a second warning will be deemed enough to revoke access privileges.

This has been the process used recently for dealing with these types of issues.

6 Making the established rules part of the huishoudelijk reglement to ratify them

Contact: ultratux

Our rules, as published on the wiki since $date, shall from now on become part of the huishoudelijk reglement.

The following 'rules' will be voted on with a yes/no vote and if voted yes will be added to the Huishoudelijke Regelement:

 Do not be on fire

 Don't use power tools unless you've had a safety briefing on them first. Don't defeat or hack safety features/equipment. 

 Concerning major activities, or future events ask the community. If you have a question or in any way in doubt about something, ask the              
 community. 

 The primary means for communication is the general mailing list. 

 If something is broken, fix it; Don't complain.

 Upon leaving, clean your spot and the spot next to you; leave it more excellent than how you found it. Return all tools to their proper   
 location.

 Respect fellow members, their privacy and their possessions.

 No sleeping in the space.

 Members are allowed to store some personal items in the space, but they must be kept in a members box, labelled with your name. 

 One box per member. Empty boxes may be recycled for other members if needed.

 All items not in members boxes must be labelled with a "Do Not Hack" sticker indicating the owner and an expiry period.

Based on the 'rules' at Rules

7 Dispute Resolution Group

Currently disputes between members are decided upon entirely by the board. It would be useful to have a (small) group of members who could deal with these items and make recommendations to the board about what actions should be taken. This group should be elected by the members, based on people nominating themselves for the positions. Suggested size: 3 members.

The following point if accepted with a yes/no vote will be added to the house rules:

 A group of members will be formed to deal with internal member disputes, they will make recommendations to the board about what disciplinary     
 actions should be taken. This group will consist of 3 members who are voted for based on nominations at an ALV.

8 Fixed Annual ALV

The following point if accepted with a yes/no vote will be added to the house rules:

 There should be an annual fixed ALV at the start of each year (in January) which will occur annually regardless of anyone calling for an   
 ALV. The date will be published on the wiki and mailing list at least 2 months in advance of the date.

This will make it easier for us to deal with annual issues such as financial reports, possible board term limits and elections and other annual stuff.

9 Political Parties

This item if accepted by a yes/no vote will be added to the huishoudelijkeregelement:

 Political parties are not welcome at the space, however individuals are welcome regardless of their politics.

10 Access to the space

The following point if accepted with a yes/no vote will be added to the house rules:

    All members with access-privileges are always welcome in the space, regardless of the event being held.