User:Books/Club Vote

Background

Clubs - member initiated activities and meetings which are often open to public participation - have never been codified in the bylaws or votes. They arise from the Membership Agreement which specifically permits members to invite visitors to the space as long as they are supervised, and the foundational concept of JFDI. The oldest documented continuing group activity that could be called a club was Power Wheels Racing Series in 2009, only a year after Pumping Station: One was officially founded, and is now known as Power Racing Series. It has since formed its own non-profit, but continues to use Pumping Station: One for storage and meetings. NERP or Not Exclusively Raspberry Pi also has a long history, hosted by Ed Bennet since 2012. Both of these groups have increased the profile of Pumping Station: One and been of great benefit to the membership.

I can attest to the effectiveness of clubs bringing in new members. When Shellie was Arts Area Host, she organized regular craft nights and put them on the calendar as open to the public. I had toured Pumping Station before, but regular interaction with members at crafts night was what lead me to eventually become a member myself. It should be noted that while many clubs are long-lived, some are ephemeral. There are no longer public craft nights in Arts, but several other great activities have sprung up to take its place.

Most clubs require only a room to meet, and are completely member organized without any input or direct supervision from the board. Electronic Music Mangling Group, Linux Club, and Python Office Hours are current examples of these kinds of groups. Other groups are organized or develop in coordination with Area Hosts, who give them funding and area space to grow. For example, photography is a natural extension of the Arts Area. Recycling activities in the space follows a more circuitous route from the Specialty 3d Area, arising from projects to recycle 3d printing waste back into filament and create new filament from single-use plastic. Cycle Station: One, a popular cycling repair group that frequently organizes group rides, receives its funding from the Arts Area budget.

Several members raised questions about Cycle Station: One and the its off-theme inclusion in the Arts budget during the the process of budgeting for 2025. The 2025 Budget Vote written by the Treasurer removed funding for new bike tools from the Arts budget. There has also been push-back for the bicycle repair station that was JFDI'd in the General Area.

Power Racing Series (PRS) is another controversial inhabitant of the General Area. Cars in various states of repair are stored under the pallet racks and tables, and along with shelving for parts it occupies more square footage than the 3d Printing and Specialty 3d Areas combined. The only agreement between the Membership and PRS on record is from 2013 and expired in that year. In 2020, Michael Skilton petitioned the board to reconcile PRS's activity with the Tidy Space Policy by making PRS storage an official Area and remove them from the tables, but nothing ever came of that. The ambiguous but privileged position that PRS holds continues to be a source of friction among the membership, especially those who have negative experiences with the enforcement of Tidy Space Policy.

The special treatment that PRS receives is not surprising given the shared history of Pumping Station: One and Power Racing Series. It is undisputed fact that PRS is responsible for increasing PS:1's profile among hackers worldwide. PRS holds regular races across the United States that teams from other hackerspaces travel hundreds of miles to attend. Officers of PRS have also served as volunteers, board members, area hosts, secretary, vice president, and president of PS:1 throughout its history, and have donated equipment, technical assistance, and funding in addition to their valuable time.

It seems obvious that PRS deserves official recognition due to its value to so many members of the space. It is also obvious that PRS exists in the context of other activities and projects that also need to share limited resources. Power Racing used to advertise Power Racing Office Hours (PROO) but the last calendar entry for this event is April 8th 2019, nearly a year before the pandemic shut everything down. PRS meetings in the space are now infrequent and announced spontaneously and with little lead time in the PS:1#power-racing-team discord channel. Looking through the old slack channel also shows a similar lack of regularity and a gradual decline in activity. Supporters of the Power Racing Series should be concerned with these trends.

James Lamken has identified the need to expand on the clubs and activities we have at PS1 in his campaign for President, as well as the importance of member involvement. At the time of this vote, we're making good progress towards transitioning from renting the PS:1 building to becoming the building owners. The purchase is currently funded primarily by member dues, and based on a conservative projection of no member growth we will have enough money to make a down payment by our deadline in 2026. Despite the dues increase to $65.00/mo we've seen the membership continue to grow at a modest rate. Our support for clubs and activities that can be attended by prospective members and enhance the membership of current members are essential in continuing that trend.

Synopsis

The goal of this policy is to:

1. Recognize the importance of all clubs, regardless of their boosted status, in the success of the Pumping Station: One project.
2. Recognize and support 'Boosted Clubs' -- activities and organization in the space that don't or don't yet qualify as deserving of 'Area' status, but would greatly benefit from member sponsorship in the form of:
   1. Authorization to spend member funds
   2. Reserved space on PS:1 premises
   3. and/or Waiving membership dues for the Club Host,
3. Facilitate and encourage member initiative in organizing new clubs,

In addition to establishing a policy and framework for boosted clubs, this vote will establish some existing activities as boosted clubs.

1. Power Racing Team (Andrew Camardella)
2. Cycle Station: One (Eli Underhill-M)
3. Renegade Recycling (Violet Lucas)

Andrew Camardella is already a volunteer, so this represents no membership status change for him. Eli Underhill-M is a member who has been extremely active in organizing the cycle repair station. This vote will grant him free membership and volunteer status. Violet previously had free access to the space through a reciprocal arrangement with Redemptive Plastics, so this change will grant her membership, but will not change her payment status.

Giving the formalized status and support to these clubs comes with the responsibility to report regularly to the board secretary on attendance and activity. Boosted clubs that consistently fail to fulfill this requirement may lose their boosted status.

Finally, this vote establishes an alternative path besides passing a vote to create boosted clubs. Any group of members can start a club, schedule meetings, and report attendance and activity (minutes) via email to the board secretary. After 3 months of fulfilling these requirements, the club will become eligible for boosted club status and able to request privileges from the board without a member vote. In the past, clubs that required funds or space support would collaborate with an area host that would give them space, and often fund club activity from the area budget. While area hosts still need to sign off on the use of their domain for club space, this policy change will keep area host budgets and club spending separate while giving more agency to the club participants.

Language of the Vote

Terms for the Status Quo

This is language not intended to add new features to Club behavior, but to create useful terms to describe already existing activity.

A Sponsoring Member (referred to in brief as "Sponsor") is a Pumping Staton: One member in good standing who voluntarily and intentionally offers their personal assurance for a guest or guests to Pumping Station: One, and is responsible for their supervision. The expectation for guests are outlined in the Membership Agreement. This vote does not change any aspect of that agreement, and for reference the section on guests current in 2024 is reproduced below:

1. Guests must sign the Waiver.
2. Guests may only be present in Pumping Station: One with a Member present and under their # direct supervision.
3. Guests are not allowed to use tools and equipment, except as part of a scheduled class/workshop.
4. Members are responsible for their associated Guests and their actions.
5. Guests are not permitted to walk around the space unsupervised.

The Membership agreement is currently the primary document that governs guest behavior in the space.

A Club Host is the person designated to be responsible for the activities of the Club. The Club Host may be, but is NOT REQURIED to be a Pumping Station: One member. The only requirement for a Club Host is that they are not banned from the premises of Pumping Station: One. Club Hosts that are members in good standing also qualify as Sponsors for the Club and for Club Events. A Club Host may choose to pass responsibility for the Club to another person eligible to be a Club Host.

A Club Event is a group meeting or activity attended by members of the club and advertised beforehand to encourage general participation. Club Events are listed on the Pumping Station: One public calendar, as well as posted on the forum.

Club Minutes (referred to in brief as "Minutes") are a report of a scheduled club activity or meeting. The essential components of that report are

1. a list of the names of people in attendance.
2. a list of activities or topics of discussion, agreements, or arrangements that occurred during that specific activity or meeting.

An Area Club is a club that receives financial support and reserved space from an Area Host. Area Hosts are given significant autonomy in establishing the rules for their Area and how they spend their budget. Activities that need reserved space and are thematically aligned with the Area are often given exemption from normal Tidy Space rules when confined to space designated for that use by the Area Host.

Boosted Clubs

The Committee for Club Oversight (referred to in brief as "Club Oversight") is a committee formed by the Board to assist the Board Secretary in reviewing Club Minutes and making recommendations to the Board. Club Minutes, Boosted Club Host changes, and requests for funds, space, or membership, should be directed to Club Oversight. In the absence of a designated Committee, those items are instead sent directly to the Board Secretary.

Boosted Clubs are groups of people that meet the following criteria:

1. Have a designated Club Host
2. Include at least one sponsor, which may be the same person as the Club Host in the case that the Club Host is a member
3. Are recognized by the board or by vote as a Boosted Club

Boosted Clubs are expected to

1. Hold (at a minimum) one boost-qualifying Club Event every calendar month
2. Report Minutes via email to the Pumping Station: One Board Secretary.

Boosted Clubs may correlate to not-for-profit entities distinct and independent from Pumping Station: One but that share space and resources. Those clubs may share the name of their not-for-profit organization, but the Boosted Club and the organization remain separate entities. For example, if the Boosted Club is loses its status by Board or Member vote, the organization would still exist. Likewise, if the organization loses its charter from the state, the Boosted Club may still continue to organize Events. It is suggested that the leader of the organization also serve as the Club Host, but as the organization is distinct from the Club, this is not required.

Club Hosts of Boosted clubs hold more responsibility. While Club Hosts are not required to schedule Club Events or send Minutes themselves, they are ultimately responsible if these essential tasks are not performed. Boosted Club Hosts can pass responsibility for their club to a new eligible person, but they must inform Club Oversight about the change.

For a Club Event To meet the qualifications for Boosted status, a Club Event must meet the following criteria:

1. It must appear on Pumping Station: One's calendar at least 72 hours before the event occurs, and the calendar post must accurately represent the event's actual place and time
2. If all attendees are not members, must be attended by at least one Sponsor
3. Must be open to attendance by any member of Pumping Station: One in good standing

The event can take many forms.

1. It may be a meeting or activity where participants attend in person on the premises of Pumping Station: One
2. It may be a virtual event where club participants interact through teleconferencing technology
3. It may be a meeting or activity that takes place in person at a location within 30 minutes of travel via public transportation from the premises of Pumping Station: One.

Qualifying club events will NOT restrict Pumping Station: One members from attending based on an entry fee or other material remuneration. A Club Event can be held in a commercial establishment like a restaurant or cafe, on the basis that all attendees are not expected to purchase service; it is advised that those organizing such events make arrangements with the proprietors of those establishments beforehand. This policy does not change the status quo with regard to existing clubs and their events. While all clubs are encouraged to appropriately advertise their activities to the membership (and when appropriate, to the public), make their events accessible, and meet regularly, these higher expectations are for Boosted Clubs and Clubs seeking Boosted status.

Club Minutes may contain any number of names of people who attended, but to count toward the criteria set for Boosted Clubs, there must be at least three people in attendance, and if there are people who are not members in that group, at least one of the group must be a sponsor. Minutes for a scheduled meeting or activity must be submitted to Club Oversight within 8 days from the date of the scheduled meeting or activity. Keeping minutes and submitting them to Club Oversight is important for existing Boosted Clubs, and Clubs seeking Boosted status, but is strictly optional for all other groups and activities. Clubs may also send photographs taken during events to assist the board in promoting the mission of Pumping Station: One.

A Boosted Club that fails to hold events that attract the minimum attendance, or fails to report events in an accurate and timely manner will lose their boosted status. Its Club Host will no longer be eligible for waived membership for holding Club Events, and if the Club has reserved space, that space will become subject to either the Area Host's rules or the rules governing general areas. The Club Host will no longer be permitted to spend member funds earmarked for their Club's events.

A Club that has lost its Boosted status can regain that status by following the steps expected of Clubs seeking Boosted status.

The following Clubs are Boosted by this vote

1. Power Racing Team. Andrew Camardella is granted free membership and volunteer status for as long as he is Power Racing Club Host. Power Racing Team is granted storage in the General Area.
2. Cycle Station: One. Eli Underhill-M is granted free membership and volunteer status for as long as he is Cycling Club Host. CS:1 is granted reserved space in the General Area. Their space includes the Bicycle repair station and the bicycle ceiling hoists.
3. Renegade Recycling. Violet Lucas is granted free membership and volunteer status for as long as she is Recycling Club Host. Renegade Recycling is granted to equipment and tool storage in the Cold Metals area according to their arrangement with the Cold Metals Area Host.