Discussion: Potential proposal to require HYH vote prior to closing space to members

[Jay McGavren]

Folks, I am preparing a proposal for this new rule:

"Any event requiring a closure of the space to members must pass a vote at Hack Your Hackerspace."

Background:

This teen game jam event is scheduled Saturday Feb 28th 1pm to Sunday March 1st 1pm (24 straight hours). Because participants are minors, Hack Club, the host organization, requires that only volunteers who have passed a Hack Club background check can be in the lab during that time. Because of this, we have cancelled Open Hours on Saturday and delayed the start of 3D Printer Day Sunday. https://forms.hackclub.com/campfire-signup?ref=28&event=recSrakXd1napVKai

Due to extenuating circumstances, the event sponsor was not able to make it to the preceding Hack Your Hackerspace to invite discussion of the closure. Some members have expressed concern over the way this closure came about, hence this potential new rule.

This Google Groups thread is to invite comment so the text can be decided prior to proposing it. I will link this thread in the proposal thread.

Please discuss to help address possible concerns with this rule prior to its proposal:

- What changes to the rule are needed?
- Should this become part of the bylaws, or be somewhere else?
- What else needs to be considered?

-Jay

[David Lang]

There was no discussion on the board about this either. I don't know who
committed HSL to supporting this.

IMHO, having events that will prevent HSL members from using the space should
result in the group using the space to pay us. If a member brings in a group to
use the space (like the D&D games) where it doesn't prevent others from using
the space, that is just normal use.

but when you start saying that others can't use the space during that time, the
members should be compensated by the group paying part of our bills :-)

I'm not taking a huge amount, I'm thinking something like $200/day for private
events (The hackerspace in Burbank that I work with does exactly that)

I'm spending this weekend working on prep for the Scale conference renting the
space from Null Space labs. They require that there be a member on-site the
entire event (which is part of my role this weekend)

David Lang

[Brett Neese]

Agree that having more consensus would be a good idea.

Disagree that it should necessarily require payment, especially when it’s a fellow 501(c)3 that is aligned with our mission and values (which remember, can also provide a return to us when we go about fundraising - supporting things like this makes us look really good in grant applications). Also it shouldn’t be in the bylaws, but it should be written down in an SOP. 

Lacking a formal SOP it’s kinda everything goes for a lot of our processes and procedures which is not great.

Brett

[David Lang]

Brett Neese wrote:

> Agree that having more consensus would be a good idea.
>
> Disagree that it should necessarily require payment, especially when it’s a
> fellow 501(c)3 that is aligned with our mission and values

I'm not saying it needs to be a hard requirement, but I think it should be a
routine thing (for example, scale is a 501(c)3 as is NSL, but it costs NSL for
scale to use the space, so it's polite for scale to pitch in to cover NSLs
costs)

the cost of renting commercial space for a weekend is MUCH higher, so both sides
view it as a win.

David Lang

[Brett Neese]

Perhaps rather than making it a hard rule, then, this could be included as part of the HYH conversation.

[Eric Ose]

I'm going to rework the information about hosting events. We will point everybody to the same information when they schedule events. This way they'll be more awareness of common expectations. 

This is really needed either way.

I know that in the past we've closed the lab for events. From what I remember there was at least discussion if not a vote.

It's not a bad rule, but we don't need rules for everything. Other things were missed as well. I'd hate to add rules for everything that gets overlooked.

Eric Ose
Robot Ambassador

Sometimes cool things just happen, but usually you have to plan them.

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[Jay McGavren]

After further thought, I agree. We don't need yet another rule cluttering our wiki (and our brains).

I won't be making this into a formal proposal.

Glad we had this discussion, though!

-Jay

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[Rick Blake]

I'm thinking... Instead of approval, how about sufficient notice, like at least one HYH before the event. This would allow discussion and providing for hosts etc. Not a by-law, but agreed policy, like a sense of the membership thing. We've done that regarding donations or new tools over a certain size, for instance.

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[David Lang]

Even if we don't make a hard rule, I think we need to have a discussion (at both
thursday and saturday HYH about what we consider reasonable expectations.

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