Voting & Non-voting member

WORK IN PROGRESS, please use the talk page to comment 'RepRap' Matt

As of the 2019 AGM the Constitution now includes these two definitions

• Voting member is any member who has communicated their absence, is known to have physically attended the Nottingham Hackspace or stated a voting preference in the last 6 months
• Non-voting member is any member who has not communicated their absence, is not known to have physically attended the Nottingham Hackspace or stated a voting preference in the last 6 months

and change 2.7 to:
2.7 An AGM or EGM will be quorate if more than 20% of voting members attend

This page is intended to help break down these rather long definitions and to document there intent, how exactly we track this information with HMS and how a member actions can effect them.

Overall intent

The addition of these two definition and the change to 2.7 now allows use to try and distinguish between are active members and our inactive ones. Member that are interested in not just supporting the space or using its facilities but also how its run

The largest real effect of this change is to the number of attendees that we require to hit quorum at an AGM or EGM, previously we require 20% of all members, so for 2019 we had 711 members at the start of the AGM, thus needing 142 attendees.
With the new rules we have approximately 401 voting members, those that have "Physically attended the Nottingham Hackspace" in the last 6 months (Jun-Nov 2019), so quorum would now only be 80 attendees. (This 401/80 is just a quick number using initial data on hand today and not taking into account all parts of the definitions 'RepRap' Matt)

Breakdown

These definitions break down into the 3 basic parts below and the 6 month time split.

Communicated their absence

Intent

(need to define what absence relates to, the space or attendance of an AGM)
(need to define how it is communicated, email to Trustees?, tick box in HMS)
If a member has communicated, to the Trustees, their upcoming absence to an AGM or EGM in the last 6 months then they are classed as a voting member

Tracking

(assuming email to Trustees and just attendance of AGM, give Trustees a button in HMS to note 'communication of absence at next AGM or EMG' for a given member, HMS stores this as datetime for use in voting state determination)

Actions

(assuming email to Trustees, a member should email the Trustees stating they will not be at the AGM EGM)
(Trustees will then use there HMS access to official record this communication)

Physically attended the Nottingham Hackspace

Intent

If a member is known to have enter the space with in the last 6 months then they are automatically classed as a voting member.
As a member using actively the space we assume you have an interest in how is governed/run.

Tracking

This is done via the use of members RFID cards. RFID cards are use at Gatekeeper doors, tools, vending machines and cash acceptors. HMS tracks the last time a card was presented at any reader in the space.

Actions

Just using your RFID card to enter the space will update your attendance record, but so will using a tool like the laser or buy a can for the vending machine.

Stated a voting preference

Intent

A member should be able to state if they wish to be classed as a voting or non-voting member.
A statement is good for 6 months.
Stating a preference as Voting or Non-voting done via HMS at any time (likely something we will encourage people to do in the run up to an AGM or EGM)
Requesting to be proxied for an upcoming AGM or EGM is classed as stating a preference as a 'Voting member'
Indication of non-voting member status should overrule the 'Physically attendance' clause.

(giving the option to distance members to say they still want their voice counted)

Tracking

(HMS will have a button / form where members can state if the wish to be a voting or non-voting member, will record the datetime of the most recent declaration)
(HMS may be used to track proxy voters, two members connect some how and both record the acceptance of the proxy in HMS before the start of an AGM or EGM
need to be carefully about GDPR leak here, likely need a number code generation system
member A ask B is he will be his proxy in the room, B creates a one time link or code in HMS, passes it to A, A enters link or code into HMS, proxy is recored
initially voting preferences would need to be communicated out side HMS and still cc'd to trustees? )

Actions

Directly state your preference. Log into HMS, go to page/button x and click your preference.

Proxy vote (TBD)