Club Vote

Sponsor

• Books

Co-Sponsors

• James Lamken?
• Ian Sampson?
• Nick Hawley?
• David Earl?
• Lidiya Miller?
• Violet Recycles?
• Eli Underhill-M?

Vote Results

 Quorum:[ ]
 Yea Votes: [ ]  
 Nay Votes: [ ]
 Present or Abstain: [ ] 

Schedule

Proposal Date

Date this proposal was posted to the membership and a request for a vote date was sent to the Board.

[DATE]

Member Input

Does the Sponsor choose to open the language of the vote for changes due to member input? (optional and can be modified at any time)

[ ] YES [ ] NO

Vote Announcement and Beginning Date of the Discussion Period

The announcement date of the vote proposal is the beginning date of the seven-day (minimum) posting and Member discussion period. (Certain exceptional vote types have longer discussion periods. Check the Bylaws if you are unsure.) If the Sponsor has chosen to include member input, suggested edits can be made in a shared document or other collaborative vehicle until the language is locked. The sponsor can stop taking suggestions at any time.

[DATE]

Language Lock Date and Start of Voting

Five days prior to the Day of the Vote, the vote language is locked, all edits are frozen, and the language of the vote is converted to a pdf file. Ballots that include the pdf are sent to the Membership, and electronic voting begins. Note that the minimum discussion period of seven days leaves only two days for changes before the lock takes place.

[DATE]

Day of the Vote

Date the Board has assigned for the vote. The Day of the Vote is the day the vote closes.

[DATE]

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 Member 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 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|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 Shelley was Arts Area Host, she hosted 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 was what lead me to eventually become a member myself. It should be noted that while many clubs are long-lived, some are ephemeral. Craft night

Most 'clubs' require only a room to meet, and are completely member organized without any input or direct supervision from the board. Other groups develop in coordination with Area Hosts, who give them funding and area space to develop. 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

This policy is motivated in part by items being removed and budgets reduced in the 2025 Area Host Budget Vote. Concern was raised that items for member clubs were included in Area Host budgets where they didn't seem thematically appropriate.

This vote will create a path to funding and other support for those clubs without the bureaucratic overhead of writing separate votes. It will not

Synopsis

Pumping Station: One has had a long history and culture of members organizing clubs that meet and operate with the help of PS:1's infrastructure. James Lamken has identified the need to expand on the clubs and activities we have at PS1, and the importance of member involvement. The goal of this policy is to:

1. Recognize and support 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,
2. Facilitate and encourage member initiative in organizing special interest groups in the space.

In addition to establishing a policy and framework for member-sponsored clubs, this vote will establish four existing organizations as boosted clubs.

1. Power Racing Series
2. Photography Club
3. Cycle Station: One
4. Renegade Recycling

Giving the formalized status and support to these clubs comes with the responsibility to report regularly to the board secretary on attendance and activity. Clubs that consistently fail to fulfill this requirement may be dissolved.

Finally, this vote establishes an alternative path besides passing a vote to create member-sponsored 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 member-sponsored 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

This vote is to establish the language and expectations for groups that receive support from Pumping Station: One. The term "Member-Sponsored" refers to both the expectation that groups must contain at least one Pumping Station: One member who acts as a sponsor, and also that such groups may benefit from Pumping Station: One resources that are available thanks to support by the membership.

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.

Member-Sponsored Club Minutes (referred to in brief as "Minutes") are a digital 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.

Minutes may contain any number of names, but to count toward the criteria set for Member-sponsored Clubs, there must be at least three people present, 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 the Secretary of the Board of Pumping Station: One within 8 days from the date of the scheduled meeting or activity.

A Scheduled Member-Sponsored Club Event (referred to in brief as "Club Event") is a group meeting or activity attended by members of the club and advertised beforehand to encourage general participation. To qualify as a Club Event

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.

Member-Sponsored Clubs (referred to in brief as "Clubs") are groups of people that meet the following criteria:

1. Have a designated Member-Sponsored 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 Member-Sponsored Club

Clubs are expected to

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

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 Member-Sponsored Club and the organization remain separate concepts. For example, if the Club is dissolved by Board or Member vote, the organization would still exist. Likewise, if the organization loses its charter from the state, the 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.

A Member-Sponsored 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. Club Hosts that are members in good standing also qualify as Sponsors for the Club and for Club Events. 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.