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Revision as of 17:18, 9 November 2019 by Valerie (talk | contribs) (Proposal & Voting Process)

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ATX HackerSpace Pages relating to
Committees, Meetings and Governance
Membership, Civics
Bylaws & Policies
Class Policy
Financial Reports
Membership Meetings
Membership Meeting Agenda Items
Membership Meeting Notes
Access Control Committee
Communications Committee
Class Committee
Matter Out Of Place Committee
Networking Committee
Tool Acquisition Committee
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Like any group of people, we have certain established procedures and ways of doing things. The more common ones you'll find here on this page, or on a related sub-page to this one.


We welcome and encourage visitors at the space. In fact, coming to the space and meeting members is the best path to ultimately becoming a member!

At various times during the week we have public events going on at the space with open hours. These hours are usually posted on the Calendar.

If you've never been to the space before, the best time to visit is during our weekly open house. Open house is held every Tuesday evening, from 6 - 10pm.

Each member in good standing can admit two (2) guests to the space. All guests must sign a waiver before entering the shop area. It is the responsibility of the member to ensure that guests don't disrupt the space or otherwise behave in a non-Excellent manner. Each member must be present to supervise his/her guests at all times. Exceptions to the two guests per member policy include: open house night, and special events (approved by the membership, hosted by a member)

Membership and Minors

  • Members must be 18 or older except by express permission of the board.
  • All persons under 18 must be accompanied by a designated parent or guardian, and each counts as one guest.
  • No more than one child under age 12 per parent/guardian, close supervision required at all times.

Membership Hiatus

If a member in good standing goes on hiatus, their status along with all privileges earned through classes and training are preserved when they return.

If a member has dues owed and leaves, those dues must be paid, or forgiven by the Board ("be in good standing") before retuning.


The following is the most up-to-date version of the Expense policy. It is still subject to review by the Membership and Board, and may change.

  • Expenses made by members under $50 for any given reason require prior approval from the workshop group or two board members.
    • Keep your receipt, follow the instructions in the "petty cash" drawer to be reimbursed.
    • Your receipt MUST BE SIGNED BY A CURRENT BOARD MEMBER to be reimbursed.
  • Expenses made by board members under $50 for any given reason may be reimbursed without prior approval.
  • Purchases between $50 and $500 require a board vote with majority in favor to approve.
    • $500(plus tax) is the maximum that can be expensed outside the Budget without Board approval.
    • If expensed: Purchase the item, and submit description of the expense + receipt to the treasurer.
    • Otherwise, submit a cart/quote/purchase order request to the [1] and the order will be put in and paid via check or credit card.
  • Purchases over $500 must be voted on by B-share members with 2/3 majority vote to approve.
    • If expensed: Purchase the item, and submit an expense report + receipt to the treasurer.
    • Once the item has been identified and negotiated, submit the cart/quote/purchase order to be paid for by ATX Hackerspace via check or credit card.
    • To ensure the best value, unless the item is only sold by a single vendor, at least two quotes must be pulled.
    • If you submit an approved invoice/cart/list to treasurer@atxhackerspace.org, it will be purchased using the company card in a timely manner for you.
  • Budgeted and approved expenses >$1k are major capital expenses, which require the Chairman and the Treasurer to counter-sign. These cannot be purchase and reimbursed without the Chairman + Treasurer's sign-off, and must always be paid directly through ATX Hackerspace whether directly or through loan/lease agreements.

Submitting for Reimbursement

  • The receipt must show:
What the purchase was for. e.g. "plaster for mezzanine" "USB cord for printer" "paper for copier"
Who spent the money. e.g. "Martin B" "Mark G" (please use first and last name. We have a lot of Matts, Davids, etc)
Which board member approved the expenditure
How and if it was paid. "Petty Cash" "check" "PAID"
The full date (1/1/2011)


  • Every member has the ability to store some items at the space. The items must fit within a standard Banker Box ( 12" x 10" x 15" ) with a closed lid.
  • For more information on our storage policy, see the "Storage" section of our Member Handbook.

Tool Lending / Hosting

  • If you wish to lend or host a tool to the space for general use, contact workshop@atxhs.org prior to bringing the tool to the space. You must label the tool with your name in a permanent way (permanent ink, etching, strong label).
  • You need to bring up that you wish to store the tool at the space (per Storage policy) and get it approved by the workshop group or the Board. If it is a small tool, just getting permission from a Board Member is sufficient.

Last Person Out

When you are done using the space, to be excellent to the next person who needs to use it:

  • Seal and put away all food.
  • Sweep, vacuum, and tidy up around the area you were working at, and in general.
  • Put away chairs and tables, make sure all your tools are put away in the right place.
  • If there are any trash bins that are full, take out the trash (same goes for recycling).

Generally, there is someone working at Hackerspace at any given hour. In the rare circumstance that you are the last one and leaving, please take these additional measures:

  • Make sure the exhaust vents are turned off.
  • Make sure all power tools (such as the air compressor) are turned off.
  • Check that the back door and garage door are securely locked.
  • Check that there is nobody working in Co-Working or in the Bio Lab.
  • Check that all doors are closed, and locked.
  • Turn off all lights.

Sleeping at the Hackerspace

  • Our hackerspace is an industrial workshop. It is forbidden by the terms of our lease for anyone, member or nonmember, to take residence at the space. Sleeping over at the hackerspace is forbidden. Members working long hours on a project are encouraged to put aside what they are working on, go home and take a rest, then return. Being overly tired is a hazard in a workshop.

Teaching Classes

See Also: Class Policy

  • Any confirmed member in good standing may teach a class with approval from the Director of Education.
  • If your class requires exclusive use of an area in the space, it must be scheduled by the Director of Education.
  • If your class will be open to the public, you will need a temporary Host card made, and get approval of the Director of Education and the Board.
  • If you are going to charge a fee for the class, 50% of the class fee will go to ATX Hackerspace and 50% will go to you, and it must be approved by the Director of Education.
    • If materials are needed for the class, consider having students purchase them before coming to the class. If you plan to purchase materials for your class, keep this in mind when determining the fee you want set for your class.

Hosting Events

  • Any confirmed member in good standing may host an event.
  • For a recurring event, you will need a permanent Host card made, and must get approval during a member meeting.
  • For a one-time event, you will need a temporary Host card made, and get approval during a member meeting.
  • If your event involves charging a fee, this is the same as renting the space at the member rate, and it must be approved by the board.
  • Your event must comply with the bylaws of ATX Hackerspace, and applicable Austin/Texas/Federal laws.

Proposal & Voting Process

1) A voting member has a proposal. This person writes up the full proposal and sends it to the board for review.

  • A) If the person making the proposal is not a voting member, the person must be sponsored by a voting member.

2) The board may ask a member to make changes to clarify their proposal if needed.

3) Once a final proposal is complete, the board will add the proposal to the agenda of the next member meeting that is at least 72 hours away and send notification to the membership of the proposal and the date and time it will be discussed. A copy of the proposal in it's final form to be voted on will be included in this message.

  • A) The Executive Director or Director of Administration will announce the agenda at least 72 hours prior to the meeting, but may close the agenda early when it appears that the meeting time is full.
  • B) The Executive Director or Director of Administration will then defer items for time constraint reasons.
    • i) The last items received will be deferred.
    • ii) Those items deferred will get top priority at the following meeting.

4) The member who made the proposal must be in attendance at the meeting, or have an established advocate in attendance for the proposal to be discussed. Any final revisions will be made, if necessary.

  • A) If no one is at attendance to represent the proposal, it will be deferred to a future meeting.
  • B) If the member proposing so chooses, the proposal can have choices/options for a proposal.

5) The final, official wording of the proposal is posted online and voting will be opened to B-share members.

  • A) All voting is conducted online. Currently, we will use the Helios system to hold votes. Any changes to voting systems will be communicated to members in advance.
  • B) Voting will be open until the second midnight after the day of the meeting (e.g. normal membership meeting agenda items will have voting open until 11:59pm on the following Thursday).
  • C) “No” will always be an option for voting on a proposal.

6) Votes will be counted after the closing.

  • A) For a vote to be considered as valid, the total number of votes must meet quorum.
  • B) A lack of a submitted ballot by a member will be seen as an abstention and not counted towards quorum.
  • C) If quorum is met, a proposal must gain a majority of the votes cast.
  • D) If options are available on a proposal, the total number of votes cast must meet quorum and then the option with the highest vote count wins.
    • i) “No” is seen as a vote option
    • ii) When options are present on a proposal, there will be an choice to vote both options as acceptable (e.g. 1-Option A, 2-Option B, 3- Option A or B, 4-No)
  • D) In the event of a tie, a runoff between the two options with the most votes will be had.
    • i) The runoff vote will again be opened the following day and run until the second midnight again (e.g. continuing from the member meeting, the runoff would end 11:59pm Sunday)

7) Any item not receiving a quorum of votes may be immediately re-proposed for the following meeting and would start the procedure over. 8) Any item that meets quorum but fails to pass may be resubmitted:

  • A) With alterations and amendments at the following meeting.
  • B) Without alterations and amendments after one month.


Policy/ATXHS_101 - A required course for new members


Interest Groups - Proposal to organize special interest groups

Agenda_Items/Escalation - Proposal to organize the process of meeting needs and answering questions.