Constitution

February 2014

Definitions

“Constitution” refers to this document.

“Potteries Hackspace” refers to the group of members.

“Organisation” refers to “Potteries Hackspace” as a not-for-profit membership organisation.

“Management Committee” refers to a committee of members elected to ensure duties are carried out in the best interest of the organisation.

“Officer” refers to members of the Management Committee.

“Member” refers to a person actively involved in the organisation, by volunteering and/or donating.

1. Name

The name of the group is “Potteries Hackspace”, a not-for-profit membership organisation.

There are hackspaces all around the world and now there’s one in The Potteries.
Hackspaces are a place for people with common interests, often in computers, technology, science, art, can meet, socialise and/or collaborate.
The group is based in the Stoke-on-Trent Built-up Area (or The Potteries) which includes the city of Stoke-on-Trent, and the towns of Newcastle-under-Lyme and Kidsgrove.

2. Aim

Our aim is to provide and maintain a shared community workspace and equipment in Stoke-on-Trent or surrounding areas in order for our members to further their skills and share our skills with the local community.

3. Objectives

The group will fulfil the aim by:

Promoting the skills and abilities of people in our local area.
Sharing our tools and equipment between members.
Involving existing members and local volunteers.
Carry out competitions and projects.
Promoting the “hacker ethic”.
Publicising and promoting our projects.
Opening a bank account to collect membership payments.
Making rules and payment options for members.
Organising meetings, workshops and events.
Working alongside similar groups to exchange information and advice.

4. Membership

a) Membership of Potteries Hackspace is open to anyone who is interested in volunteering their time and/or donating funds which will assist the group achieve and maintain their aim.

b) Members must agree to abide by the rules and legal obligations of the group.

c) Every member shall have one vote at general meetings.

d) The Management Committee reserves the right to refuse membership to an applicant.

e) Each member must register in the form outlined by the Management Committee.

f) Membership is not transferable.

g) The Management Committee may, by resolution passed at a meeting thereof, terminate or suspend the membership of any member.

h) Membership may be terminated if:

i) the member dies or, if it is the organisation, ceases to exist;

ii) the member resigns by written notice to the organisation unless, after the

resignation, there would be fewer than three members;

iii) any sum due from the member to the organisation is not paid in full within

two weeks (14 days) of it falling due;

iv) by resolution, it is found that in the best interest of the organisation that membership is terminated.

i) Members are responsible for the health and safety of people affected by the organisation and must take steps to protect them.

j) As an unincorporated organisation, members are personally responsible for any debts from contractual obligations.

5. Management

a) The Potteries Hackspace organisation shall be administered by a management committee of no less than three (3) people.

b) Management Committee members must be at least 18 years old.

c) The Officers of the Management Committee shall be:

The Chairperson

The Treasurer

The Secretary

and such other officers the group shall deem necessary at a meeting.

d) Voting shall be by show of hands on a majority basis. If there is a tied vote The Chairperson shall have a second vote.

6. Finance

a) Any money collected by the group shall be used only for the group.

b) Any bank accounts opened for the group shall be in the name of the group.

c) The Management Committee will ensure that the group stays within budget.

d) The Management Committee must keep proper financial records as the organisation will be liable for some tax.

7. Management Committee Meetings

a) The Management Committee shall meet at least two (2) times each year.

b) At least three (3) Officers must be present for the meeting to take place.

c) The Management Committee shall be accountable to the members.

d) Meetings must be minuted and available to any interested party.

e) The Officers shall be given at least seven (7) days notice of a meeting unless it is deemed an emergency meeting.

8. General Public Meetings

a) The Management Committee shall call at least two (2) general public meetings each year, the purpose of these meetings is for the group to account for its actions and consider the development according to the group’s objectives.

b) The Chairperson of the group shall normally chair these meetings, unless circumstances prevent them from doing so.

c) At least fourteen (14) days notice of such a meeting must be given and advertised in at least three (3) public places.

d) General Public Meetings must be minuted and available to any interested party.

e) There must be at least six (6) persons present for a General Meeting to take place.

9. Annual General Meeting

a) The Potteries Hackspace shall hold an Annual General Meeting (AGM) at not more than 15 month intervals.

b) Where possible members shall be notified personally, otherwise notice will be deemed served by advertising the meetings in at least three (3) public places giving at least 14 days notice.

c) The agenda of the meeting shall include:

Receiving a report from the Chairperson of the group’s activities over the year.
Presented with a report of the last year’s accounts from the Treasurer on the finances of the group.
Electing a new Management Committee.
Considering any other business as may be appropriate.

d) All Annual General Meetings must be minuted and available to any interested party.

e) There must be at least six (6) persons present, of which no fewer than three (3) will be Officers for a General Meeting to take place.

10. Alteration of the Constitution

a) Proposals for the amendments to this constitutions, or dissolution (see Clause 11) must be delivered to The Secretary in writing. The Secretary in conjunction with all other officers shall then decide on the date of a meeting to discuss such proposals, giving at least 2 weeks (14 days) notice.

b) Any changes to this constitution must be agreed by the majority of members by vote at any general meeting.

11. Dissolution

The group may be wound up at any time if agreed by the majority of members by vote at any general meeting. Any assets will be returned to their providers (if possible), or passed on to a group with similar aims and/or an appropriate charity chosen by the Management Committee.

12. Adoption of the Constitution

This constitution was adopted by the members present at the meeting held on:

Date: ____ / ____ / 20____

Signed by:

Chair ……………………………………………………………………………………………

Secretary ……………………………………………………………………………………………

Treasurer ……………………………………………………………………………………………

Member ……………………………………………………………………………………………