Your Hackerspace

The Board of Directors

Infrastructure maintainers and conflict resolvers - not leaders. The board exists to handle what members can't do individually.

Last updated: December 5, 2024

Key Principle

Board members are wardens, not rulers. They maintain the infrastructure, handle legal requirements, and resolve conflicts the community can’t handle directly. They should be indistinguishable from normal members in day-to-day operations.

Board Offices

Champion (1-2 officers)

The Champion coordinates between board offices and assists members. Responsibilities:

  • Coordinate tasks between board offices
  • Assist members with membership-related tasks
  • Ensure bylaws are followed (not enforce with an iron fist)
  • Be the “face” of the board when needed for external relations
  • Call and facilitate board meetings

Maximum 2 officers. Each gets a full vote. If two Champions, they should coordinate to avoid duplication.

Treasurer (1-2 officers)

The Treasurer manages finances and ensures bills get paid. Responsibilities:

  • Manage bank accounts and financial assets
  • Collect membership dues and donations
  • Pay bills and manage expenses
  • Provide monthly financial reports
  • File required tax documents
  • Manage reimbursements for do-ocracy projects

Maximum 2 officers. Dual signatures required for expenses over $50.

Secretary (1 officer)

The Secretary documents what happens. Responsibilities:

  • Record meeting minutes (board and membership meetings)
  • Maintain official records and documents
  • Handle official correspondence
  • Manage membership roster
  • Post public notices as required
  • Maintain corporate records for legal compliance

Operations (1+ officers)

Operations keeps the space running. Responsibilities:

  • Coordinate space maintenance and improvements
  • Delegate operational tasks to volunteers
  • Ensure safety procedures are followed
  • Manage relationships with landlord
  • Coordinate tool maintenance and certification

No maximum. Can create committees for specific operational areas.

What the Board CANNOT Do

The board’s power is intentionally limited to prevent power accumulation:

  • Cannot control space direction: Members decide what HeatSync becomes
  • Cannot override do-ocracy: If someone’s doing the work, they make decisions
  • Cannot act unilaterally: Major decisions need member input
  • Cannot self-perpetuate: All positions are elected annually
  • Cannot hide proceedings: All meetings are open except sensitive legal/personnel matters

Elections and Terms

Regular Elections

  • Held at first membership meeting in October
  • One-year terms for all positions
  • No term limits - officers can serve multiple terms
  • Candidates must be dues-paying members in good standing
  • Majority vote of present members wins

Interim Officers

If an officer leaves mid-term:

  1. Board appoints interim replacement at next board meeting
  2. Interim serves remainder of original term
  3. If board can’t agree, special election within 60 days

Removal from Office

An officer can be removed by:

  • Unanimous vote of other board members, OR
  • Majority vote of all dues-paying members
  • Missing 2 board meetings without 24-hour notice

How the Board Operates

Meetings

  • Frequency: At least quarterly
  • Annual Meeting: First member meeting in April
  • Quorum: 2/3 of elected officers
  • Openness: All members can observe (except executive session)
  • Minutes: Posted publicly within 7 days

Decision Making

  • Consensus preferred, majority vote when needed
  • Each officer gets one vote (even if sharing an office)
  • Purchases over $50 need board approval
  • All expenditures need 2 board signatures

Committees

Any board office can create committees for their area. For example:

  • Operations might create a Safety Committee
  • Treasurer might create a Fundraising Committee
  • Champion might create a Membership Committee

Committees are advisory and report to their creating office.

Board as Conflict Resolvers

When the do-ocracy can’t resolve something, the board steps in as mediators:

The Process

  1. Private Talk: Board member talks privately with each party
  2. Mediation: Bring parties together to find resolution
  3. Decision if Needed: Board decides if mediation fails
  4. Temporary Measures: Can restrict access if safety is at risk
  5. Community Communication: Inform members appropriately

Principles

  • Protect the space’s ability to function
  • Be transparent about interventions
  • Focus on resolution, not punishment
  • Document decisions for consistency

Board Accountability

The board is accountable to members through:

  • Open Meetings: Members can observe and speak
  • Posted Minutes: All decisions are documented
  • Financial Reports: Monthly treasurer reports
  • Annual Elections: Members choose who serves
  • Removal Process: Members can remove officers
  • Limited Authority: Can’t override member initiatives

Remember: Board members should be contributing members first, officers second. The best board members are barely distinguishable from active members except when their specific duties are needed.

Current Board

See the wiki or bulletin board for current board members and contact information. Board emails: