This page serves as a reference for the history of Makerspaces Mackay, Inc. It may be subject to minor errors as we improve the information. If you know we issue a detail or made a error, contact us to help us correct it. This email address is being protected from spambots. You need JavaScript enabled to view it.

Date	Event	Comments
Sep 2014	Adult maker space group started out of Council Library.	Run and Organised by Donna Kellion
2015	Events run from a space in the Gordon White Library.	Run and Organised by Donna Kellion
Sep 2015	Moved to CQU Ooralee	Many successful meetups, wonderful hosts, packing up becoming a big chore. Having to return classroom spaces to general use each time.
June/July 2016	Meeting to incorporate.	We had a meeting discussing the possibility to incorporate, it was unanimously voted for.
2 Sep 2016	Finally incorporated.	Certificate of incorporation.
2017	Moved to Shed Evan Street, South Mackay	A shed with toilet the size of 3 car parks. We conducted some repairs to the building in exchange for the right to occupy. The building was damaged by a prior vehicle fire. We moved to this space because we were seeking space to store larger equipment more permanently.
2017	Workshop Events	Raspberry Pi Workshop run by Fred Houweling 3D Printer Workshops run by Andrew P
June 2017	Woolworths Andergrove BBQ	Profit ~$300.
2017	Moved to Industrial Warehouse Prospect Street South Mackay	The owner of the shed finally found tenants for the shop fronts that the shed was part of, he therefore needed us to move.
2017	Element 14 voucher donation.	$250 used to purchase tools for the space. (Surface mount re-flow station and hand tools).
May 2018	Moved to 36 Wellington Street
July-Oct 2018	QLD Hackerspaces Grant Funded	$20,000 hacker-spaces grant from the state government.
Feb 2019	Jaycar BBQ	Networking opportunity.
March 2019	Moved to Pioneer State High School
2016	Mechanos
2016	Sugar City Con
2018	Mechanos
201?	Volunteers Expo
2017	Sugar City Con
June/July 2016	Incorporation meeting	Makerspaces Mackay, Inc is started.
Sep 2016	Officially Incorporated	Makerspaces Mackay, Inc is born.
2017	AGM 2017
2018	AGM 2018
2019	AGM 2019
2019	April DIYODE Membership promotion.
18 May 2019	BBQ at Bunnings Paget.	Election day, $1020 raised, thank you everyone.
13 Oct 2019	BBQ at Bunnings North	Over $1000 raised, thank you everyone.

Details

Written by Fred Houweling

Category: Default

Published: 08 June 2019

Last Updated: 14 October 2019

Hits: 3157

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MAKERSPACES MACKAY, INC is a Safe Space

Policy

MAKERSPACES MACKAY, INC. strives to be an inclusive and safe space for all to participate in. We believe that in the absence of true equality in our society, we should aim to provide equity to our members and the participating public. We are not a judge and jury, we are not the cops; but we are a community with shared ideals about the rights of people to feel free of oppression.

Abuse, discrimination, harassment, assault, sexism, racism, ableism, religious persecution and homophobic behaviour is not tolerated at MAKERSPACES MACKAY, INC. Inc, nor is any other behaviour which would reasonably make a person feel trivialised or otherwise discriminated against. Anyone violating this may be asked to leave the hackerspace either temporarily or permanently.

This process is not easy. Please question in advance your capacity to deal with being asked to leave the hackerspace if necessary and how you would react in a progressive way if you or yours were called out for behaviour in violation of this document.

Alcohol and other drugs are not an excuse for bad behaviour. While we recognise the difficulties imposed by mental health and/or other disabilities, these issues are not an excuse for bad behaviour either. Everyone can expect to be held accountable of their behaviour equally. We ask that you be aware of your capacity to remain in control of your emotions, actions and reactions when these things come into play.

If you experience or witness any behaviour that crosses the boundaries and ideas in this document, challenge them. If you act contrary to this document, expect to be challenged.

Actions contrary to this document are an acceptable reason to utilise our dispute resolution process.

We all enter the hackerspace with a commitment to mutual respect, mutual aid, anti-oppression advocacy, conflict resolution, non-violence and community building.

We respect everyone’s names, preferred gender pronouns, expressed identities and experiences. We avoid making assumptions, promote mutual appreciation and understand that no one is required to share information about their identities or experiences.

We support the empowerment of each person and strive to continually acknowledge the histories and structures of oppression that marginalize some and divide us all.

We commit to making the hackerspace as accessible as possible; physically, socially, and personally.

We do not engage in violence or threats.

We obtain explicit consent for physical contact or using others’ belongings.

We recognise that certain behaviour and language can act as a trigger for individuals, such as trivialising, joking about or dismissing someone’s thoughts or experiences.

We believe in stepping back and letting people and groups explain and conceive their own needs and requirements and respect their choices and experiences.

We accept a shared responsibility where we hold ourselves and one another accountable to these agreements, without violence, judgement, or assumption of intent.

We support the concept of freedom of speech and aim to avoid all forms of censorship. However, we do not support freedom from consequence. Your free speech may incur consequences such as (but not limited to) moderation, being included in a dispute process, temporary or permanent loss of membership, etc.

We do not support utilising the hackerspace for sexual activity.

We ask that people utilising the hackerspace also utilise the bathrooms when changing clothes, as this may make some people feel uncomfortable or unwelcome.

We promote inclusive learning spaces. We encourage anyone who is feeling less than familiar with terminology, concepts or context to ask questions in the spirit of personal growth.

Terminology

MAKERSPACES MACKAY, INC. Inc defines various terms in our safe space policy as such:

Oppression

A system of power that seeks to keep people separate and subordinate based on diversity or diversities from the mainstream authority. Also known as systematic discrimination of a group.

Mainstream Authority

The group considered ‘normal’ in a given culture. In Australia, this group is loosely defined as Caucasian, heterosexual, CIS gendered males.

Sexism

Oppression of a group of people based on their gender or sex.

Racism

Oppression of a group of people based on their race, ethnicity or culture.

Ableism

Oppression of a group of people based on their ability or disability to perform certain tasks.

Homophobic Behaviour

Oppression of a group of people based on their sexual orientation or preferences.

Religious Persecution

Oppression of a group of people based on their membership to a religious organisation.

Discrimination

Prejudicial treatment of an individual or group based on their actual or perceived membership in a certain oppressed group or category.

Cisgender

A person whose gender identity matches with the sex they are designated at birth.

Trigger

A topic, phrase or word that emotionally sets someone off. Could refer to anger or reliving a traumatic experience. They are not the same as being reminded of something someone does not like or take offence to.

Further Reading

https://www.humanrights.gov.au/publications/background-paper-human-rights-cyberspace

http://ladyhacks.net/about/safe-space-policy/

http://campanarchy.org/safer-spaces-policy

http://www.occupybristoluk.org/about/safe-space-policy/

http://geekfeminism.wikia.com/wiki/Conference_anti-harassment/Policy

http://en.wikipedia.org/wiki/Trauma_trigger

http://www.sparkindarkness.com/2012/11/the-dictionary-is-not-authority.html

http://www-personal.umich.edu/~mdover/website/Oppression%20Compendium%20and%20Materials/Definitions%20of%20Oppression.pdf

http://racismschool.tumblr.com/post/60803034543/6-reasons-i-dont-like-the-dictionarys-definition-of

http://racismschool.tumblr.com/Racism:Definitions

 

Details

Written by Fred Houweling

Category: Default

Published: 26 January 2019

Last Updated: 02 February 2019

Hits: 3327

WHS Legislation Note

As MAKERSPACES MACKAY, INC does not employ anyone, it is not specifically required to adhere to WHS legislation as advised by Worksafe QLD. We have some rules and basic principles of safety and provide PPE for members use. MAKERSPACES MACKAY, INC encourages members to take all reasonable steps to protect their own safety as well as that of those around them by taking actions such as identifying and managing risks.

Rules

Hard and fast, these are the ones with consequences. Please abide by them.

1. If safety concerns are raised by another person, you must stop what you are doing, and agree upon reasonable safety measures before continuing.
2. You may never utilise a tool marked for inductions without having attended and passed said induction.
3. No person at MAKERSPACES MACKAY, INC shall work on any electrical project or installation with a voltage greater than ELV. (as defined by AS/NZS 60950.1:2003 as “a voltage not exceeding 42.4 V peak or 60 V d.c.”) unless they are appropriately trained and licensed.
4. No person may leave any hazardous items unattended in the space, such as but not limited to:
   1. Exposed wiring above ELV. (suicide cords, damaged tool cables etc)
   2. Unlabelled chemicals or chemicals in a container that would otherwise contain food. (no acetone in water bottles etc)
   3. Unsecured flammables. (Don’t leave paint thinner in the welding area)

Basic Principles

We consider these principles to be self-evident and ‘common sense’, in order for everyone’s experience at MAKERSPACES MACKAY, INC to run smoothly. Not acting in line with these is considered a ‘dick move’ in bird culture.

General Concepts

1. Always consider the safety of yourself and others.
2. Consider your apparel for safety. Tie back long hair, remove wedding rings, wear closed shoes.
3. Consider your surroundings. IE, notify others in the room if you are about to start making loud noise.
4. Everyone is encouraged to question safety openly, without animosity or fear of reprisal.
5. All hazards must be reported immediately by tagging with a ‘Borked or Broken’ ticket and emailing This email address is being protected from spambots. You need JavaScript enabled to view it.
6. Always use suitable personal protective gear, this means at a minimum goggles in the workshops.
7. Ensure tools and areas are left in a clean and serviceable condition upon your departure.

PPE (Personal Protective Equipment)

1. You are strongly advised by MAKERSPACES MACKAY, INC to wear appropriate PPE.
   1. Rooms are designated with PPE recommendations
   2. Tools are designated with specific PPE recommendations
      1. Note that some tools specifically prohibit certain PPE, for example no gloves at the lathe.
2. While MAKERSPACES MACKAY, INC tries to provide basic PPE, you are encouraged to purchase and provide your own, as it will most certainly be of a higher quality and comfort.
3. If PPE is missing, report it immediately by emailing This email address is being protected from spambots. You need JavaScript enabled to view it..

Register of Injuries

If you come into injury at the space in any way, minor or major, please report it to This email address is being protected from spambots. You need JavaScript enabled to view it.. This is so that they may maintain a register of injuries, which can be used to assess the space for environmental or policy changes.

Risk Management

What are risks?

Risks may fall into these categories

1. Chemicals and Substance hazards - such as hazardous substances and dangerous goods, asbestos, lead and waste management. Consider any fume source or dust source.
2. Biological hazards and infectious diseases - such as legionella, tetanus.
3. Physical hazards - such as equipment, materials, electrical or working at heights.
4. Manual tasks hazards - such as the use of the human body to perform any kind of manual task.
5. Environmental hazards - such as noise, lighting, uneven floors, waste matter, surface grip, dust, cold and heat stress.
6. Psychosocial hazards - such as fatigue, work-related stress, anger, harassment or violence.

Managing Risk

There are easily defined steps you should be taking to identify risk before using equipment at MAKERSPACES MACKAY, INC.

1. Look for hazards There may be a large amount of dust around the table saw.
2. Determine who might be harmed and how You may slip while operating the saw
3. Decide on control measures You sweep the area and confirm dust collection is working but find the dust hose has disconnected.
4. Put controls in place You reconnect the dust hose.
5. Review the controls Confirm dust collection is now working adequately, if not, adjust.

Control Measures should be implemented in the following order, this is known as the Hierarchy of Risk Control:

1. Remove the harm or prevent the risk
2. If this is not possible, replace with something less harmful
3. Separate people from the harm
4. Change work processes or the physical environment
5. Apply administrative arrangements (ie, limit entry to the area, spend less time in the area)
6. Use PPE

How to perform a risk evaluation

1. Identify a hazard Swarf from tools
2. Identify Likelihood and Consequences before controls Likelihood - Frequent Consequences - Medium (Cuts and lacerations, potential hazards to eyes.)
3. Identify Controls
   1. Keep work area clean and tidy
   2. Tools that produce swarf are in common areas
   3. Tools that produce swarf have catchments or guards
   4. Have eye bath facilities available
   5. Wear eye protection, gloves, long sleeves, long pants, closed shoes or overclothing like overalls or aprons.
4. Review Likelihood and Consequences after controls Likelihood - Unlikely Consequences - Minor

Dangerous or Hazardous Materials

Hazardous substances are classified based only on health effects (whether they are immediate or long term), while dangerous goods are classified according to their immediate physical or chemical effects, such as fire, explosion, corrosion and poisoning, affecting property, the environment or people.

Common Hazardous Materials Include:

1. solvents
2. man-made mineral fibres
3. lead containing paints
4. polychlorinated biphenyls (PCB)

Common Dangerous Goods Include:

1. flammable liquids (petrol, kerosene, turpentine, flammable paints etc.)
2. corrosives (hydrochloric acid)
3. flammable gases (LP Gas)
4. non-flammable non-toxic gases (CO2)
5. asbestos
6. explosives

Management of Hazardous Materials or Dangerous Goods

Members are expected to take responsibility for the safe handling of any hazardous material or dangerous good that they bring or introduce to the MAKERSPACES MACKAY, INC site.

If items of a similar nature are already being stored onsite it is required that the member who wishes to introduce the material/goods investigate and abide by the current storage and handling procedures that are currently in place. E.g. The storage of LPG bottles within the cage.

If a member wishes to introduce a hazardous material or dangerous good which currently has no onsite handling or storage procedures, the member must investigate the hazard and propose safe handling methods and storage procedures (that they will follow) for the material that are published in the forums online and meet the approval of the MAKERSPACES MACKAY, INC membership at a meeting prior to bringing the material onsite.

Details

Written by Fred Houweling

Category: Default

Published: 26 January 2019

Last Updated: 26 January 2019

Hits: 4394

Contents

1 Interpretation

2 Name

3 Objects

4 Powers

5 Classes of members

6 Automatic membership

7 New membership

8 Membership fees

9 Admission of new members

10 When membership ends

11 Appeal against termination of membership

12 General meeting to decide appeal

13 Register of members

14 Prohibition on use of information on register of members

15 Position of President

16 Position of Vice President

17 Position of Treasurer

18 Position of Secretary

19 Position of Patron

20 Appointment or election or management committee members

21 Vacancies on the management committee

22 Functions of the management committee

23 Meetings of management committee

24 Quorum for, and adjournment of, management committee meeting

25 Special meeting of management committee

26 Minutes of management committee meetings

27 Appointment of subcommittees

28 Acts not affected by defects or disqualifications

29 Resolutions of management committee without meeting

30 First annual general meeting

31 Subsequent annual general meetings

32 Business to be conducted at annual general meeting of level 1 incorporated associations and particular level 2 and 3 incorporated associations

33 Business to be conducted at annual general meeting of other level 2 incorporated associations

34 Business to be conducted at annual general meeting of other level 3 incorporated associations

35 Notice of general meeting

36 Quorum for, and adjournment of, general meeting

37 Procedure at general meeting

38 Voting at general meeting

39 Special general meeting

40 Proxies

41 Minutes of general meetings

42 By-laws

43 Alteration of rules

44 Common seal

45 Funds and accounts

46 General financial matters

47 Documents

48 Financial year

49 Distribution of surplus assets to another entity 

 

Interpretation

1. In these rules— Act means the Associations Incorporation Act 1981. present—
1. at a management committee meeting, see rule 23(6); or
2. at a general meeting, see rule 37(2).
2. A word or expression that is not defined in these model rules, but is defined in the Act has, if the context permits, the meaning given by the Act.

Name

The name of the incorporated association is Makerspaces Mackay Inc.

Objects

The objects of the association are—

1. Will remain a not-for-profit association under Australian law.
   
   
2. Advance mental health by way of the prevention or relief of social isolation for members and guests.
   
   
3. Provide a safe physical Community Shed that is open to all members.

 

1. Supportive of men’s, women’s and youth mental and physical health.

 

1. Providing a safe space for its members and the public.

 

1. Open to anyone regardless of race, gender, sexual orientation, religion, beliefs.

 

1. And other complementary purposes not inconsistent with these objects.

 

Powers

1. The association has the powers of an individual.
2. The association may, for example—
1. enter into contracts; and
2. acquire, hold, deal with and dispose of property; and
3. make charges for services and facilities it supplies; and
4. do other things necessary or convenient to be done in carrying out its affairs.
3. The association may take over the funds and other assets and liabilities of the present unincorporated association known as the unincorporated Makerspaces Mackay Inc.
4. The association may also issue secured and unsecured notes, debentures and debenture stock for the association.

Classes of members

1. The membership of the association consists of Ordinary members, and any of the following classes of members—
   1. no voting rights.
   2. reduced and/or restricted access rights.
1. Provisional member – A new financial member who is completing their probationary period, new member induction etc. without voting rights.
2. Associate member – A member that wants to be recognised as friend of the Makerspaces Mackay Inc. but have
3. Lifetime member – A member that has paid 10 years of membership fees and has served on the Makerspaces Mackay Inc. management committee (or one of its committees).

The number of ordinary members is unlimited.

Automatic membership

1. A person who, on the day the association is incorporated, was a member of the unincorporated association and who, on or before a day fixed by the management committee, agrees in writing to become a member of the incorporated association, must be admitted by the management committee—
1. to the equivalent class of membership of the association as the member held in the unincorporated association; or
2. if there is no equivalent class of membership—as an ordinary member.

New membership

1. An applicant for membership of the association must declare intent to join by completing an new member application form (preferred format is electronic) as published on the Makerspaces Mackay Inc. systems and/or websites in a form and location determined by the management committee and accessible to its membership.
2. The prospective member's identity must be verified by the executive.
1. The verification process will be defined and documented by the management committee.
2. The executive may delegate this duty to nominated member/s. Delegation of verification duties must be communicated to and be accessible to the membership.
3. The outcome of the verification and pertinent member details will be stored securely in the Makerspaces Mackay Inc. membership records.
4. Verification must follow the defined process.
3. The prospective member will pay 1 (one) month's membership in advance.
4. The prospective member will be required to complete activities set by the management committee, including but not limited to a new member induction.
5. The new member will be subject to a probationary period of 60 days, completion of prior steps will class them as a provisional member.
6. Membership status changes.

1. If the member does not complete all membership processes detailed above within the probationary period + 1 days, they no longer have membership rights and all prior payments are forfeit.
2. Upon successful completion of the new membership process detailed above the member will be by the management committee at the earliest convenience classed as an ordinary member.
3. Ordinary members will be issued with site access procedures, including (once implemented) an RFID card.

Membership fees

1. The membership fee for each ordinary membership and for each other class of membership (if any)—
1. is the amount decided by the members from time to time at a general meeting; and
2. is payable when, and in the way, the management committee decides.
2. A member of the incorporated association who, before becoming a member, has paid the members annual subscription for membership of the unincorporated association on or before a day fixed by the management committee, is not liable to pay a further amount of annual subscription for the period before the day fixed by the management committee as the day on which the next annual subscription is payable.
3. Payment of member fees may be waived in part or in full for up to a three-month period due to financial hardship or relocation by written petition signed by at least two thirds (2/3rds) of the management committee.
4. Payment of dues may be waived for any other reason only by voting members at a duly called meeting.
5. At the time of incorporation, the monthly membership fee is determined by membership class and the member's status as tabled below.
   
   

Membership class	Employed	Student	Unemployed
Lifetime member	$0	$0	$0
Ordinary member	$60	$30	$30
Provisional member	$60	$30	$30
Associate member	$10	$5	$5

1. An 8% discount is applicable to ordinary and provisional membership when paid in advance and for a minimum of 3 months at a time.
2. The management committee may for the purposes of a promotion and/or an event discount the membership fees for new members up to 50% to a maximum of 3 months.
3. Whenever the association does not have arrangements for ongoing weekly access for its members to a maker “space”, then membership ship fees for the provisional and ordinary classes of membership will reduce to 5% of the currently published full fees for said classes. E.g. If the association is without a premises (either through ownership, partner agreements or lease/rent arrangements) for 40% of the example membership period; then each member of the Provisional and Ordinary class will pay for 5% of the full membership rate for 40% of the time period in addition to the full membership rate for 60% of the same time period.
1. Relating to member payments in credit (in advance) the association reserves the right to adjust membership credit relating to this discount rule in bulk and at a management committee predetermined annual date.

Associate memberships do not qualify for discounts relating to “space” access issues.

Admission of new members

• The management committee may consider an application for membership at the next committee meeting held after it receives –
  • the application for membership; and –
  • the appropriate membership fee for the application.
• The management committee must ensure that, as soon as possible after the person applies to become a member of the association, and before the management committee considers the persons application, the person is advised—
  • whether or not the association has public liability insurance; and
  • if the association has public liability insurance—the amount of the insurance.
• If a majority of the members of the management committee present at the meeting vote to accept the applicant as a member, the applicant must be accepted as a member for the class of membership applied for.
• The secretary of the association must, as soon as practicable after the management committee decides to accept an application, give the applicant a written notice (including electronic) of the decision.

 

When membership ends

1. A member may resign from the association by giving a written (including electronic) notice of resignation to the secretary.
2. The resignation takes effect at—
1. the time the notice is received by the secretary; or
2. if a later time is stated in the notice—the later time.
3. The management committee may terminate a member's membership if the member—
1. is convicted of an indictable offence; or
2. does not comply with any of the provisions of these rules or applicable by-laws such as the code of conduct, Safe Space Policy, or Dispute Resolution Policy; or
3. has membership fees in arrears; or
4. conducts himself or herself in a way considered to be injurious or prejudicial to the character or interests of the association.
4. Before the management committee terminates a member's membership, the committee must give the member a full and fair opportunity to show why the membership should not be terminated.
5. If, after considering all representations made by the member, the management committee decides to terminate the membership, the secretary of the committee must give the member a written notice (Including electronic) of the decision, and must notify the membership via the official communications medium of the association.

Appeal termination of membership

1. A person whose membership has been terminated, may give the secretary written notice of the person's intention to appeal against the decision.
2. A notice of intention to appeal must be given to the secretary within 14 days after the person receives written notice of the decision.
3. If the secretary receives a notice of intention to appeal, the secretary must, within 14 days after receiving the notice, call a general meeting to decide the appeal.
4. If the reason for termination was substantiated belief of illegal behaviour the appeals process in not available to the person whose membership has been terminated.

General meeting to decide appeal

• The general meeting to decide an appeal must be held within 2 months after the secretary receives the notice of intention to appeal.
• At the meeting, the applicant must be given a full and fair opportunity to show why the application should not be terminated.
• Also, the management committee and the members of the committee who terminated the membership must be given a full and fair opportunity to show why the application should be terminated.
• An appeal must be decided by a majority vote of the members present and eligible to vote at the meeting.

Register of members

1. The management committee must keep a register of members of the association (electronic form is preferred)
2. The register must include the following particulars for each member—
1. the full name of the member;
2. the postal, e-mail or residential address of the member;
3. the date of admission as a member;
4. the date of death or time of resignation of the member, if available;
5. details about the termination or reinstatement of membership;
6. details of memberships verified identification;
7. induction records;
8. privacy records;
9. details of changes to membership class;
10. any other particulars the management committee or the members at a general meeting decide.
3. The register must be open for inspection by members of the association by prior arrangement (minimum of 72 hour notice) with the management committee.
4. The register will be open for inspection at any reasonable time upon a formal request (by for example Police Officers) for law enforcement purposes.
5. A member must contact the secretary to arrange an inspection of the register.
6. However, the management committee may, on the application of a member of the association, withhold information about the member (other than the member's full name) from the register available for inspection if the management committee has reasonable grounds for believing the disclosure of the information would put the member at risk of harm.

Prohibition on use of information on register of members

1. A member of the association must not—
1. use information obtained from the register of members of the association to contact, or send material to, another member of the association for the purpose of advertising for political, religious, charitable or commercial purposes; or

1. disclose information obtained from the register to someone else, knowing that the information is likely to be used to contact, or send material to, another member of the association for the purpose of advertising for political, religious, charitable or commercial purposes.
1. Subrule (1) does not apply if the use or disclosure of the information is approved by the association and is also approved by the member in question.

 

Position of President

The President's functions include, but are not limited to –

1. Acting as spokesperson for the group, or designating a spokesperson as necessary.
2. Leading meetings and other activities as chairperson, wherever possible.
3. Promotion of the association.
4. Point of contact for the association for internal and external purposes.
5. Other duties as required. For example, but not limited to:
1. Vision/Direction for the long term future and goals of the association.
2. Handling media enquiries, or delegation others to handle media enquiries.
3. Making reasonable attempt at gaining consensus, or working to achieve the same, amongst the management committee.

 

Position of Vice President

The Vice Presidents functions include, but are not limited to –

1. Performing the President's function when the President is unavailable.
2. Sharing the president's workload.
3. Ensuring adequate stock levels are maintained for consumable supplies.
4. Ensuring audit and maintenance logs of the association are maintained, and actioning maintenance or other activities that arise from these.
5. Responsible for organising and maintaining the cleanliness and safety of any premises held by the association. For example:
   1. for example, disabling equipment with lockout devices and/or tags.  
1. organising clean up events.
2. providing cleaning incentives.
3. Making reasonable efforts to mitigate safety risks

 

Position of Treasurer

The Treasurer's functions include, but are not limited to –

1. Maintaining accurate financial records for the association.
2. Providing financial status and guidance at meetings.
3. Ensuring the association is meeting its obligations to the law regarding financial matters.
4. Ensuring the association maintains sufficient wind-up funds at all times.
5. Ensuring the association maintains its contractual and legal obligations financially.
6. Ensuring the funds of the association are spent according to budgets set by mandate of the association.

 

Position of Secretary

The Secretary's functions include, but are not limited to –

1. Keeping minutes of each meeting and publishing those minutes within 72 hours to the general membership in the normal accepted format.
2. Keeping copies of all correspondence and other documents relating to the association.
3. Maintaining the register of members of the association.
4. Collating agendas for general meetings.

 

Position of Patron

The Patrons functions include, but are not limited to –

1. Participating in management committee meetings as the ‘Long memory’ of the association.
2. Assisting other management committee members to help balance overall workloads.

 

It is strongly encouraged that the Patron will be a member whom –

1. Has held membership for more than 2 years where possible,
2. Has held a position on a previous management committee of the association where possible.

 

Appointment or election or management committee members

1. Members of the management committee will only be elected as follows –
   1. at the annual general meeting or
   2. at a meeting specially convened to replace departing committee members.
1. any class of member may nominate another member (the candidate) to serve as a member of the management committee;
2. the nomination must be made
3. each member of the association present and eligible to vote at the annual general meeting may vote for one (1) candidate for each vacant position on the management committee
2. A member may be a candidate only if the person –
   1. Rental agreements
   2. Sponsors
   3. Service providers
   4. Asset providers
   1. Score 70% or better on an TOEIC test for English skills or it’s equivalent.
   2. Possess a verified Bachelor's level or higher qualification granted by an Australian accredited and registered educational institution dated on or after the 1 January 1980.
1. is an adult; and
2. is not ineligible to be elected as a member under section 61A of the Act.
3. an individual residing in Queensland, or in another State but not more than 65 km from the Queensland border.
4. must not have a “for profit” or “business interest” in the group.
5. must not hold a position of power over an area, asset, or financial consideration of the association due to business dealings with the group. Examples of this include:
6. any exception to this must be declared at a general meeting prior to taking a position on the management committee, and left to the general membership to decide any exceptions by a vote.
7. must either –
3. a candidate must be present at the annual general meeting to be nominated.
4. The candidate must be an active member of the association, this is demonstrated by either:
1. Being a financial member for a continuous period of 11 months out of the previous 12 and attending at least 20% of the previous year's meetings.
2. Being a regular (>60%) attendee at the meetings for the Tuesday open meetings over the previous 12 months.
3. Previously have served on the associations committee.
4. Upon a failure to identify a candidate that meets the active member restrictions above: Any otherwise valid candidate.
5. the candidate must state that they accept the nomination.
6. if required by the management committee, balloting lists must be prepared containing the names of the candidates.
7. the management committee must ensure that, before the candidate is elected as a member of the management committee, the candidate is advised –
1. whether or not the association has public liability insurance; and
2. if the association has public liability insurance – the amount of the insurance.
8. If the association has not elected an interim management committee for the association before its incorporation, the members of the management committee must ensure a secretary is appointed or elected for the association within 2 months after incorporation.
9. Before a vote of members is taken about removing the member from office, the member;
1. must be given a full and fair opportunity to show cause why they should not be removed from office; or
2. if the member is not present they will be given one (1) month to arrange a meeting they can attend and present a reason as to why they should not be removed from office.
10. If within the one (1) month the member has not appeared at a meeting to show cause why they should not be removed, a meeting will be held in their absence to vote upon their removal.
11. A member has no right of appeal against the member's removal from office under this rule.
12. A member immediately vacates the office of the management committee in the circumstances mentioned in section 642 of the Act.

 

Vacancies on the management committee

1. If a casual vacancy happens on the management committee, the continuing members of committee may appoint another member of the association to fill the vacancy until the next annual general meeting.
2. The continuing members of the management committee may act despite a casual vacancy on the management committee.
3. However, if the number of committee members is less than the number fixed under rule 24 (1) as a quorum of the management committee, the continuing members may act only to –
1. Increase the numbers of management committee members to the number required for a quorum; or
2. Call a general meeting of the association.

Functions of the management committee

1. Subject to these rules or a resolution of the members of the association carried at a general meeting, the management committee has the general control and management of the administration of the affairs, property and funds of the association.
2. The management committee has the authority to interpret the meaning of these rules and any matter relating to the association on which the rules are silent, but any interpretation must have regard to the Act, including any regulation made under the Act. Note – The Act prevails if the associations rules are inconsistent with the Act – see section 1B of the Act.
3. The management committee may exercise the powers of the association—
1. to borrow, raise or secure the payment of amounts in a way the members of the association decide; and
2. to secure the amounts mentioned in paragraph (a) or the payment or performance of any debt, liability, contract, guarantee or other engagement incurred or to be entered into by the association in any way, including by the issue of debentures (perpetual or otherwise) charged upon the whole or part of the association's property, both present and future; and
3. to purchase, redeem or pay off any securities issued; and
4. to borrow amounts from members and pay interest on the amounts borrowed; and
5. to mortgage or charge the whole or part of its property; and
6. to issue debentures and other securities, whether outright or as security for any debt, liability or obligation of the association; and
7. to provide and pay off any securities issued; and

 

• to invest in a way the members of the association may from time to time decide.

• For subrule (3)(d), the rate of interest must not be more than the current rate being charged for overdrawn accounts on money lent (regardless of the term of the loan) by—

 

the financial institution for the association; or

1. if there is more than 1 financial institution for the association—the financial institution nominated by the management committee.
1. The management committee are expected in normal operation to:
1. Foster the hacker culture
2. Engage, and vote at Management meetings.
3. Assist pro-actively in ensuring the smooth operation of the other management committee positions.

Meetings of management committee

1. Subject to this rule, the management committee may meet and conduct its proceedings as it considers appropriate.
2. The management committee must meet at least once every 4 months to exercise its functions.
3. The management committee must decide how a meeting is to be called.
4. Notice of a meeting is to be given in the way decided by the management committee.
5. The management committee may hold meetings, or permit a committee member to take part in its meetings, by using any technology that reasonably allows the member to hear and take part in discussions as they happen.
6. A committee member who participates in the meeting as mentioned in subrule (5) is taken to be present at the meeting.
7. A question arising at a committee meeting is to be decided by a majority vote of members of the committee present at the meeting and, if the votes are equal, the question is decided in the negative.
8. A member of the management committee must not vote on a question about a contract or proposed contract with the association if the member has an interest in the contract or proposed contract and, if the member does vote, the members vote must not be counted.
9. The president is to preside as chairperson at a management committee meeting.
10. If there is no president or if the president is not present within 10 minutes after the time fixed for a management committee meeting, the members may choose 1 of their number to preside as chairperson at the meeting.

 

Quorum for, and adjournment of, management committee meeting

1. Quorum consists of no less than 60% or 3 out of 5 of the management committee or more.
2. If there is no quorum within 30 minutes after the time fixed for a management committee meeting called on the request of members of the committee, the meeting lapses.
3. If there is no quorum within 30 minutes after the time fixed for the management committee meeting called other than on the request of members of the committee –
1. The meeting is to be adjourned for at least 7 days; and
2. The members of the management committee who are present are to decide the day, time and place of the adjourned meeting.
4. If, at an adjourned meeting mentioned in subrule (3), there is no quorum within 30 minutes after the time fixed for the meeting, the meeting lapses.  

Special meeting of management committee

1. If the secretary receives a written request signed by at least 20% (1 out of 5) of the members of the management committee, the secretary must call a special meeting of the committee by giving each member of the committee notice of the meeting within 14 days after the secretary receives the request.
2. If the secretary is unable or unwilling to call the special meeting, the president must call the meeting.
3. A request for a special meeting must state—
1. why the special meeting is called; and
2. the business to be conducted at the meeting.
4. A notice of a special meeting must state—
1. the day, time and place of the meeting; and
2. the business to be conducted at the meeting.
5. A special meeting of the management committee must be held within 14 days after notice of the meeting is given to the members of the management committee.

 

Minutes of management committee meetings

1. The secretary must ensure full and accurate minutes of all questions, matters, resolutions and other proceedings of each management committee meeting are entered in a minute book or saved electronically in an online resource at a place agreeable to and accessible to all of the management committee.
2. To ensure the accuracy of the minutes, the minutes of each management committee meeting must be signed by the chairperson of the meeting, or the chairperson of the next management committee meeting, verifying their accuracy, or if stored electronically, an equivalent “signed by: XXX” statement must be typed by those verifying the document.

Appointment of subcommittees

1. Subcommittees as defined by the ‘Cause’ bylaws may be appointed.
2. Subcommittees of types not defined in the ‘Cause’ bylaws may not be appointed.

Acts not affected by defects or disqualifications

1. An act performed by the management committee, a subcommittee or a person acting as a member of the management committee is taken to have been validly performed.
2. Subrule (1) applies even if the act was performed when—
1. there was a defect in the appointment of a member of the management committee, subcommittee or person acting as a member of the management committee; or
2. a management committee member, subcommittee member or person acting as a member of the management committee was disqualified from being a member.

 

Resolutions of management committee without meeting

1. A written resolution signed by each member of the management committee is as valid and effectual as if it had been passed at a committee meeting that was properly called and held.
2. A resolution mentioned in subrule (1) may consist of several documents in like form, each signed by 1 or more members of the committee.

 

First annual general meeting

1. The first annual general meeting must be held within 6 months after the end date of the association's first reportable financial year.

Subsequent annual general meetings

1. Each subsequent annual general meeting must be held—
1. at least once each year; and
2. within 6 months after the end date of the association's reportable financial year.

 

Business to be conducted at annual general meeting of level 1 incorporated associations and particular level 2 and 3 incorporated associations

1. This rule applies only if the association is—
1. a level 1 incorporated association; or
2. a level 2 incorporated association to which section 59 of the Act applies; or
3. a level 3 incorporated association to which section 59 of the Act applies.
2. The following business must be conducted at each annual general meeting of the association—
1. receiving the association's financial statement, and audit report, for the last reportable financial year;
2. presenting the financial statement and audit report to the meeting for adoption;
3. electing members of the management committee;
4. for a level 1 incorporated association—appointing an auditor or an accountant for the present financial year;
5. for a level 2 incorporated association, or a level 3 incorporated association, to which section 59 of the Act applies—appointing an auditor, an accountant or an approved person for the present financial year.

Business to be conducted at annual general meeting of other level 2 incorporated associations

1. This rule applies only if the association is a level 2 incorporated association to which section 59A of the Act applies.
2. The following business must be conducted at each annual general meeting of the association—
1. receiving the association's financial statement, and signed statement, for the last reportable financial year;
2. presenting the financial statement and signed statement to the meeting for adoption;
3. electing members of the management committee;
4. appointing an auditor, an accountant or an approved person for the present financial year.

 

Business to be conducted at annual general meeting of other level 3 incorporated associations

1. This rule applies only if the association is a level 3 incorporated association to which section 59B of the Act applies.
2. The following business must be conducted at each annual general meeting of the association—
1. receiving the association's financial statement, and signed statement, for the last reportable financial year;
2. presenting the financial statement and signed statement to the meeting for adoption;
3. electing members of the management committee.

Notice of general meeting

• General Meetings happen monthly on open days from the date of the last AGM.
• Any member may add to the agenda of a general meeting by raising the agenda item on the official communications medium of the association.
• Non-financial agenda items have no notice period, and may be announced verbally during the meeting.
• Financial agenda items must be announced to the official communications medium of the association with 5 days notice.
  • a meeting called to hear and decide a proposed special resolution of the association.
• A General Meeting of the association may be called outside of the schedule defined by 35 (1) by any member. Notice periods and methods differ depending on the agenda –
  • Non financial agendas may be notified verbally or in writing, and have no notice period.
  • Financial agendas must be notified in writing to the official communications medium of the association with a minimum 5 days notice.
• A notice of a general meeting must state the business to be conducted at the meeting.

Quorum for, and adjournment of, general meeting

1. The quorum for a general meeting is at least the number of members elected or appointed to the management committee at the close of the association's last general meeting plus 20% of the non-executive voting membership.
2. However, if all members of the association are members of the management committee, the quorum is the total number of members less 1.
3. No business may be conducted at a general meeting unless there is a quorum of members when the meeting proceeds to business.
4. If there is no quorum within 30 minutes after the time fixed for a general meeting called on the request of members of the management committee or the association, the meeting lapses.
5. If there is no quorum within 30 minutes after the time fixed for a general meeting called other than on the request of members of the management committee or the association—
1. the meeting is to be adjourned for at least 7 days; and
2. the management committee is to decide the day, time and place of the adjourned meeting.
6. The chairperson may, with the consent of any meeting at which there is a quorum, and must if directed by the meeting, adjourn the meeting from time to time and from place to place.
7. If a meeting is adjourned under subrule (6), only the business left unfinished at the meeting from which the adjournment took place may be conducted at the adjourned meeting.
8. The secretary is not required to give the members notice of an adjournment or of the business to be conducted at an adjourned meeting unless a meeting is adjourned for at least 30 days.
9. If a meeting is adjourned for at least 30 days, notice of the adjourned meeting must be given in the same way notice is given for an original meeting.

Procedure at general meeting

1. A member may take part and vote in a general meeting in person, by proxy, by attorney or by using any technology that reasonably allows the member to hear and take part in discussions as they happen.
2. A member who participates in a meeting as mentioned in subrule (1) is taken to be present at the meeting.
3. At each general meeting—
1. the president is to preside as chairperson; and
2. if there is no president or if the president is not present within 15 minutes after the time fixed for the meeting or is unwilling to act, the members present must elect 1 of their number to be chairperson of the meeting; and
3. the chairperson must conduct the meeting in a proper and orderly way.
4. The secretary is to take notes for the general meeting; and
5. If the secretary is not present or able at a meeting the chairperson of the meeting may designate another person to record and publish the minutes of that meeting only.

Voting at general meeting

1. At a general meeting, each question, matter or resolution, other than a special resolution, must be decided by a majority (50%) of votes of the members present.
1. Both for and against votes must tallies must be recorded in the minutes.
2. Any discrepancies with the recorded numbers for total members present is taken to mean “Abstain” vote/s (or members whom arrived or departed during the meeting) and do not count towards any vote tally.
1. Each member present and eligible to vote is entitled to one (1) vote only and, if the votes are equal, the chairperson has a casting vote as well as a primary vote.
2. A member is not entitled to vote at a general meeting if the member's annual subscription is in arrears at the date of the meeting.
3. The method of voting is to be decided by the management committee.
4. However, if at least 20% of the members present demand a secret ballot, voting must be by secret ballot.
5. If a secret ballot is to held, the chairperson must appoint 2 members to conduct the secret ballot in the way the chairperson decides.
6. The results of a secret ballot as declared by the chairperson is taken to be a resolution of the meeting at which the ballot was held.
7. Any member who abstains in any vote is considered to not be present for that vote, and their vote does not count towards either side.

Special general meeting

• The secretary must call a special general meeting by giving each member of the association notice of the meeting within 14 days after—
  • being directed to call the meeting by the management committee; or
  • being given a written request signed by—
    • at least 33% of the number of members of the management committee when the request is signed; or
    • at least the number of ordinary (or equivalent class) members of the association equal to double the number of members of the association on the management committee when the request is signed plus 1; or
  • being given a written notice of an intention to appeal against the decision of the management committee—
    • to terminate a person's membership.
  • A request mentioned in subrule (1)(b) must state—
    • why the special general meeting is being called; and
    • the business to be conducted at the meeting.
  • A special general meeting must be held within 3 months after the secretary—
    • is directed to call the meeting by the management committee; or
    • is given the written request mentioned in subrule (1)(b); or
    • is given the written notice of an intention to appeal mentioned in subrule (1)(c).
  • If the secretary is unable or unwilling to call the special meeting, the president must call the meeting.

Proxies

1. An instrument appointing a proxy must be in writing and be in the following or similar form—

Makerspaces Mackay Inc.:

I, of [insert address], being a member of the association, appoint [insert name] of [insert address] as my proxy to vote for me on my behalf at the (annual) general meeting of the association, to be held on the  [day]  day of [date] and at any adjournment of the meeting.

Signed this [day] day of [date].

[Signature]

1. The instrument appointing a proxy must—
   1. be under seal; or
   2. be signed by a properly authorised officer or attorney of the corporation.
1. if the appointor is an individual—be signed by the appointor or the appointor's attorney properly authorised in writing; or
2. if the appointor is a corporation—
2. A proxy may be a member of the association or another person.
3. The instrument appointing a proxy is taken to confer authority to demand or join in demanding a secret ballot.
4. Each instrument appointing a proxy must be given to the secretary before the start of the meeting or adjourned meeting at which the person named in the instrument proposes to vote.
5. Unless otherwise instructed by the appointor, the proxy may vote as the proxy considers appropriate.
6. If a member wants a proxy to vote for or against a resolution, the instrument appointing the proxy must be in the following or similar form—

Makerspaces Mackay Inc.:

I, [insert name] of [insert address], being a member of the association, appoint

[insert name] of [insert address] as my proxy to vote for me on my behalf at the (annual) general meeting of the association, to be held on the [day] day of [date] and at any adjournment of the meeting.

Signed this [day] day of [date].

[Signature]

This form is to be used *in favour of/*against [strike out whichever is not wanted] the following resolutions—

          [List relevant resolutions]

Minutes of general meetings

1. The secretary must ensure full and accurate minutes of all questions, matters, resolutions and other proceedings of each general meeting are entered in a minute book or saved electronically in an online resource at a place agreeable to and accessible to all of the membership.
2. To ensure the accuracy of the minutes—
1. the minutes of each general meeting must be signed by the chairperson of the meeting, or the chairperson of the next general meeting, verifying their accuracy (or if stored electronically, an equivalent “Signed by: XXX” statement must be typed by those verifying the document.); and
2. the minutes of each annual general meeting must be signed by the chairperson of the meeting, or the chairperson of the next meeting of the association that is a general meeting or annual general meeting, verifying their accuracy (or if stored electronically, an equivalent “Signed by: XXX” statement must be typed by those verifying the document.).
3. If asked by a member of the association, the secretary must, within 28 days after the request is made—
1. make the minute book (or electronic record) for a particular general meeting available for inspection by the member at a mutually agreed time and place; and
2. give the member copies of the minutes of the meeting.
4. The association may require the member to pay the reasonable costs of providing copies of the minutes.

 

By-laws

1. The management committee may make, amend or repeal by-laws, not inconsistent with these rules, for the internal management of the association.
2. A by-law may be set aside by a vote of members at a general meeting of the association.

 

Alteration of rules

1. Subject to the Act, these rules may be amended, repealed or added to by a special resolution carried at a general meeting.
2. However an amendment, repeal or addition is valid only if it is registered by the chief executive.

Common seal

1. The management committee must ensure the association has a common seal.
2. The common seal must be—
1. kept securely by the management committee; and
2. used only under the authority of the management committee.
3. Each instrument to which the seal is attached must be signed by a member of the management committee and countersigned by—
1. the secretary; or
2. another member of the management committee; or
3. someone authorised by the management committee.

 

Funds and accounts

1. The funds of the association must be kept in an account in the name of the association in a financial institution decided by the management committee.
2. Records and accounts must be kept in the English language showing full and accurate particulars of the financial affairs of the association.
3. All amounts must be deposited in the financial institution account as soon as practicable after receipt.
4. A payment by the association of $100 or more must be made by cheque or electronic funds transfer.
5. If a payment of $100 or more is made by cheque or credit card, both the purchase order and cheque (If payment by cheque) and receipt must be signed by any 1 of the following—
1. the president;
2. the vice president;
3. the secretary;
4. the treasurer;
5. any 1 of 3 other members of the association who have been authorised by the management committee to sign purchase orders, hold credit cards or cheques issued by the association.
6. If a payment of $1000 (or 20% of the associations available funds on the date of payment, whichever amount is lower) or more is to be made, the subrule 45 (5) applies, with the additional requirement of 1 additional signature of another person mentioned in the subrule 45 (5).
7. Cheques, other than cheques for wages, allowances or petty cash recoupment, must be crossed not negotiable.
8. All association expenditure must be in-line with decisions made by the membership at a general meeting, as evidenced by published minutes supporting the decision  or budget. Final assurance or ratification of the expenditure is the responsibility of the Treasurer, or by majority vote at a management committee meeting.

General financial matters

1. On behalf of the management committee, the treasurer must, as soon as practicable after the end date of each financial year, ensure a financial statement for its last reportable financial year is prepared.
2. The income and property of the association must be used solely in promoting the association's objects and exercising the association's powers.

 

Documents

1. The management committee must ensure the safe custody of books, documents, instruments of title and securities of the association.

 

Financial year

1. The end date of the association's financial year is 30 June in each year.

 

Distribution of surplus assets to another entity

1. This rule applies if the association—
1. is wound-up under part 10 of the Act; and
2. has surplus assets.
2. The surplus assets must not be distributed among the members of the association.
3. The surplus assets must be given to another entity—
1. having objects similar to the association's objects; and
2. the rules of which prohibit the distribution of the entity's income and assets to its members.
4. In this rule— surplus assets see section 92(3) of the Act.
5. If the organisation is wound up or its endorsement as a deductible gift recipient is revoked (whichever occurs first), any surplus of the following assets shall be distributed or transferred to another organisation with similar objects, which is charitable at law, to which income tax deductible gifts can be made:
   
   • gifts of money or property for the principal purpose of the organisation.
   • contributions made in relation to an eligible fundraising event held for the principal purpose of the organisation and
   • money received by the organisation because of such gifts and contributions.

 

Details

Written by Fred Houweling

Category: Default

Published: 09 January 2019

Last Updated: 24 October 2023

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