Area Hosts and Volunteer Positions Vote

Sponsor

Ryan Pierce

History

• October 1st, 2013 - Introduced
• October 4th, 2013 - Amended
• October 7th, 2013 - Amended
• October 8th, 2013 - Amended
• October 15th, 2013 - Proposed Vote date

Overview

To promote sustainability and reduce the likelihood of burnout, the Board needs flexibility in its ability to delegate tasks to volunteers. Already it can and has done so through the Area Host model. But the language in the Bylaws creating Area Host positions places limits on the Board that reduces its ability to delegate tasks while acting in the best interest of the organization. For example:

• Only one Area Host can be assigned to an area. Should an area need more volunteer labor than one Area Host could reasonably provide, the Board currently does not have the authority to assign a second Area Host to the area.

• Area Hosts have responsibility for "tasks within designated areas of the building." The Board currently does not have the authority to create positions with incentives such as free membership that are not tied to designated areas of the building. For example, the Board could not create a Membership Coordinator position to respond to member communications and keep our membership database updated because these tasks are not tied to areas of the building.

This vote proposes eliminating the language in the Bylaws creating Area Hosts. The consensus is that the Bylaws should not define operational details such as this, and the current draft of the revised Bylaws does not include Area Hosts, requiring that the positions be redefined as a policy. This proposed policy instead empowers the Board with general powers to create Area Host positions and Volunteer Positions at will, to define the responsibilities of these positions, to appoint and remove people who will serve in these positions, and to assign incentives for these positions.

Note that while this vote eliminates the current Areas and Area Hosts, if enacted, the Board is expected to vote to re-create all of the existing Area Host positions and to appoint the persons previously serving in these roles to the new Area Host positions.

Language

The section of the Bylaws stating:

Area Hosts

Area Hosts are responsible for the following tasks within designated areas in the building:

• Maintaining the general usability of the area, including
  • Cleaning of the area
  • Organization of tools and materials within the area
  • Performing tool maintenance and repair when necessary
• Training of members for area tools and infrastructure
• Reporting the needs of each area to the Board of Directors
• Acting as an ambassador for their area, and promoting its use and projects.

In exchange for performing these duties, the Area Host will be granted Full Membership status at no cost for the duration of their service.

Any member or non-member is eligible to volunteer for the role of Area Host, excluding Board of Directors members. There can be only one Area Host per area, and one person may not be assigned to multiple areas.

The Board of Directors will decide which volunteer, if any, will be assigned the role of Area Host by a vote.

The Board of Directors may add, remove, or redefine areas of responsibility by vote.

In the event that the Area Host does not perform the duties to the satisfaction of the membership and/or the Board of Directors, the Board of Directors reserves the right to remove the person from their position as Area Host. At that time, the Board of Directors may vote in a new volunteer for the role.

will be eliminated. The membership adopts the following policy:

Area Hosts and Volunteer Positions Policy

The Board of Directors may, by vote, designate Areas of the building to be managed by Area Hosts. Each Area Host position will have a defined description or set of responsibilities, which may be amended at any time by a vote of the Board of Directors.

The Board of Directors may, by vote, appoint one or more persons to serve in a defined Area Host position, provided that said persons are not Officers or members of the Board of Directors. Should a person holding one or more Area Host positions become an Officer or member of the Board of Directors, that person's appointments to all Area Host positions automatically terminate.

A person's appointment as an Area Host shall continue until one of the following events occurs:

• The person appointed resigns as Area Host by delivering notice to the Board of Directors.
• The membership of the person appointed lapses or terminates.
• The Board of Directors votes to remove the person's appointment.
• The Board of Directors votes to eliminate the Area Host position.

Each Area Host position may confer incentives upon the person or persons holding it. Incentives are optional, need not be identical for all Areas, and may be created, modified, or removed by vote of the Board of Directors. Incentives include and are limited to:

• A specified reduction of monthly dues, or
• A specified monthly award of one or more Membership Rewards Points.

Unless otherwise voted by the Board of Directors, the description for all Area Hosts shall be:

Area Hosts are responsible for the following tasks within designated areas in the building:

• Maintaining the general usability of the area, including
  • Cleaning of the area
  • Organization of tools and materials within the area
  • Performing tool maintenance and repair when necessary
• Training of members for area tools and infrastructure
• Reporting the needs of each area to the Board of Directors
• Acting as an ambassador for their area, and promoting its use and projects.

Unless otherwise voted by the Board of Directors, the incentive for all Area Hosts shall be a reduction of monthly dues equal to the monthly dues for Full Membership.

The Board of Directors may, by vote, create Volunteer Positions. Each Volunteer Position must have a title and a defined description or set of responsibilities, which may be amended at any time by a vote of the Board of Directors.

The Board of Directors may, by vote, appoint one or more persons to serve in each defined Volunteer Position, provided that said persons are not members of the Board of Directors. Should a person holding one or more Volunteer Positions become a member of the Board of Directors, that person's appointments to all Volunteer Positions automatically terminate.

A person's appointment to a Volunteer Position shall continue until one of the following events occurs:

• The person appointed resigns from the Volunteer Position by delivering notice to the Board of Directors.
• The membership of the person appointed lapses or terminates.
• The Board of Directors votes to remove the person's appointment.
• The Board of Directors votes to eliminate the Volunteer Position.

Each Volunteer Position may confer incentives upon the person or persons holding it. Incentives are optional, need not be identical for all Volunteer Positions, and may be created, modified, or removed by vote of the Board of Directors. Incentives include and are limited to:

• A specified reduction of monthly dues, or
• A specified monthly award of one or more Membership Rewards Points.

The total value of all incentives any one person can receive in each month for serving in one or more Area Host positions or Volunteer Positions is capped at the monthly dues for Full Membership. Persons serving in Area Host positions or Volunteer Positions are not eligible to earn Membership Rewards Points for performing activities that fall under the expected responsibilities of their Area Host positions or Volunteer Positions.

Vote

Quorum: Yea: Nay: Present: