kwartzlab makerspace

Corporation – Board Procedure

All Board Procedures should be reviewed following each Annual General Meeting.

Hiatus

The Board shall only approve hiatus for members who are going to be out of town for a period of 2 months or longer, and for a period no longer than 8 months.

Public Events

The Board may approve the holding of public events within KwartzLab space through the verbal or written consent of a majority of directors, outside of a Board meeting. Any such approval must be ratified at a future Board meeting.

Tool Committee

  1. Definition
    1. The Tool Committee shall be a committee of the Board of Directors of KwartzLab Society Inc.
  2. Responsibilities
    1. To oversee the spending of the Tool Fund;
    2. To authorize the purchase and donation of new tools for/to KwartzLab; and
    3. To authorize funding for the repair of tools at KwartzLab.
  3. Membership
    1. Membership shall consist of between three (3) and seven (7) members of KwartzLab, including at least one (1) Director of KwartzLab.
    2. Members shall be appointed by the Board of Directors.
    3. At no time shall the majority of the members of Tool Committee be Directors of KwartzLab.
    4. The committee shall choose its own Chair, or should the committee be not able to do so, one shall be appointed by the Board of Directors.
    5. The term of appointment to the committee shall be one year, and may be renewed. Members of the committee may resign at any time.
  4. Powers
    1. The committee shall be allowed to authorize spending of all funds which have accumulated in the Tool Fund.
    2. Any such authorization over $500 shall require the confirmation of the Board of Directors before it is effective.
  5. Accountability
    1. The committee shall report all purchases authorized to the Board of Directors as soon as practical for the purposes of reimbursement.
      1. The report shall at minimum include receipts, warranty information, product registration, and applicable rebate forms.
      2. The committee shall also tender a copy of their report to the Health & Safety Committee
  6. Meetings
    1. The committee shall meet at the discretion of the Chair.

Additional Board Resolutions of Relevance

Regarding the Date and Frequency of Board Meetings:

The Board of Directors shall meet every three weeks on Mondays.

Regarding Member Applicants:

Be it resolved that when an applicant is being voted on for membership to KwartzLab Society Inc., if any objections have been raised to a Director about the applicant, this must be stated for the record. The exact nature of the objection does not need to be stated, however the number of members posing objections does.

Board approval via Admin mailing list – Be it resolved that a new member can be approved if the entire board unanimously approves the new member using the Kwartzlab Admin mailing list.

Regarding New Member Dues:

Be it resolved that the first month of a new member’s dues will be pro-rated weekly by the calendar week that they are inducted during.

Regarding Member Events:

Be it resolved that the Board affirms that members can organize events for members, within the existing guidelines of the space; if they’re going to bring the public in, events must be approved by the board with enough lead-time for the board to discuss the event. The board will consider all requests, with consideration of prime time.

Note: The distinction of “guests” is important: “public” does not mean “guests”. Members will need to use common sense when deciding what constitutes a “guest”.

Regarding Member-Guests at Member Events

Rather than legislating this, the consensus of the Board is to leave it up to the event organizer, and ensure that organizers clearly specify whether their events are for members plus guest(s), or just members.

Regarding KwartzLab Purchases

Be it resolved that the board requires members to clear all purchases with the Treasurer or the other two signing authorities (both, not just one) before a purchase is made.

Be it resolved that reimbursement of Kwartzlab purchases can be made by the board with a majority vote using the Kwartzlab Admin mailing list. Reimbursement is only possible if the purchaser provides the treasurer receipts. Reimbursements approved through the mailing list must be ratified at a future board meeting.