Members Meeting Tuesday May 15th, 2017 - 7:00PM Lounge

  • Director

    Draft Agenda:

    Members Meeting - May 15, 2018

    Meeting details

    Proposed meeting time:| 7:00 pm
    Location:| Kamloops Makerspace Lounge
    Meeting chair:| Kile
    Notes by:| Megan
    Attendees:| {insert first names here}
    Regrets:| {and here}
    Meeting called to order at:|

    Draft Agenda

    Approve the minutes from the last members meeting (April 17)

    Report from the Chair

    1. PromoScience Grant
    2. BCLC Gaming Grant

    Reports from committees

    1. Governance Committee - Present and vote on:

      • Guideline Guideline
      • Safe Space Guideline
    2. Governance Committee - Present

      • Roles Guideline
      • Committees Guideline

    New business

    1. Report on April Events
      • Meet-a-Machine
      • Green Living Expo
      • Girl Guide Visit

    Meeting adjourned:

  • Classroom

    The guideline on guidelines text:

    DRAFT - 8 May 2018

    Intent Statement

    The guidelines of the society are intended to facilitate effective and timely collaboration between members of the society, as well as external stakeholders, in order to achieve the purposes of the society.^[Constitution] This guideline attempts to describe the philosophy behind how the society crafts its guidelines, outlines the minimum requirements that a guideline must adhere to, and suggests some best practices for writing guidelines.


    This system of guidelines is the official way that the society works to collectively set policy. The process for ratification of guidelines is described in the Bylaws of the society^[Appendix A—Bylaws of the society ].

    The only reason a guideline should be put in place, is to advance the purposes of the society. As such, the first section of each guideline must be a statement of intent that describes how the guideline attempts to advance the purposes of the society. This statement of intent should be worded clearly, and written so as to assist future interpretations of the guideline. It should use plain language to explain what the guideline intended to accomplish. Guidelines may specify policies and procedures that members are required to follow, or they may be intended only to offer information. Informational guidelines should clearly be identified as such in their intent statement. For clarity of interpretation, it may sometimes be useful to specify what the guideline is not intended to cover, but this should be done cautiously, and only when there is an obvious potential misinterpretation possible.

    In addition to the statement of intent, the only other required section a guideline must contain, is the main text section describing the guideline. Additional sections should only be added if they clearly assist the guideline in advancing the purposes of the society.

    The guidebook

    The guidebook is a living document, and due to the wide variety, and changing nature of the activities performed, at the space, and by the society, the guidebook will never be totally comprehensive. In order to ensure that within the guidebook we are able to provide the most consistent, and up-to date information possible, and allow for the input of members of the society in the development of guidelines, we have broken the guidebook into three sections, and keep copies of the guidebook in three locations.

    The guidebook is divided into sections containing:

    1. ratified guidelines;^[which have been passed by the process outlined in Appendix A—Bylaws of the society ]
    2. proposed guidelines; ^[for which a motion has been delivered at a member’s meeting, and which will be presented at the following meeting]; and
    3. working-draft guidelines^[which are in early stages of development, and have not been formally presented anywhere. Members of the society are required to follow ratified guidelines, and are encouraged to take proposed and working-draft guidelines into consideration, and adhere to them when it is reasonable to do so.

    Using the blank comment sheets at the back of the guidebook, members may provide comments on any of the types of guidelines.

    Copies of the guidebook are kept:

    • in digital format on the society website (includes only proposed and ratified guidelines),
    • and in hard copy binders, stored in the lounge, and the classroom.

    Best practices

    A good guideline should:

    • clearly explain how it advances the purposes of the society
    • be _expressed in full sentences using clear, simple, and precise language;
    • be detailed enough to be easily understood without the need for follow-up questions;
    • be as concise as-is possible;
    • not be overly prescriptive;
    • should identify the individual or group^[Individual Roles or Committees] responsible for interpreting the guideline for application (if applicable);
    • not conflict with any ratified guidelines;
    • avoid ambiguous language or statements that could be interpreted in conflicting ways.

    Once per year, the membership committee^[Committees] should review all guidelines considering the following:

    • does the guideline, as intended and applied, advance the purposes of the society?
    • can the langue of the guideline be simplified, clarified, or reduced, while preserving or the intent (or bringing the intent closer in-line with the purposes of the society)?


    All guidelines must be followed by members and directors of the society, and all guests and visitors to the space. Penalties for non-compliance to a guideline will be restricted to, at maximum, cover any and all costs to remedy a situation arising from non-compliance.^[Including but not limited to materials, parts, and time spent by volunteers to make good damages. Materials and parts will be included at direct cost. For any volunteer time spent to physically remedy, or coordinate/perform administrative activities to remedy a situation arising from non-compliance, this work will be tracked, and a cost of $25/hour shall be assessed, and this amount shall be given to the space as a donation.]

    For any such charge to be levied, the requesting coordinator should prepare a breakdown of costs, and submit it to the membership coordinator^[Individual Roles, who will present it to the directors. Once the directors approve a charge, the individual against which the charge is being levied has five (5) business days to either appeal the charge^[via an email describing the reasons for the appeal, sent to, or make arrangements to pay. Otherwise, the individuals membership may be suspended until they do so.

    When a non-compliance situation arises, where the costs of non-compliance are difficult to quantify in monetary terms, the directors may decide to suspend, or terminate an individuals membership, or other alternatives—at their discretion.

    Guidelines may avoid the process described above by specifying penalties for non-compliance directly within the guideline. In such a case, the individual^[Individual Roles] responsible for assessing the penalty must be clearly identified, conspicuous signage informing of the guideline should be placed in an appropriate location (if possible), and the membership coordinator must be notified whenever a warning, or punitive action results from non-compliance of the guideline.

    Guidelines are not meant to restrict individual freedom with respect to the use of the resources of the society but rather to encourage appropriate use of these resources, in order to ensure that they can continue to advance the purposes of the society in the future. It is everyone’s responsibility to make a reasonable attempt to help educate other users of the space on relevant guidelines when they observe an opportunity to do so.

    Assessing penalties for non-compliance should always be part of a progressive and documented process, and should be reserved for cases where guidelines are repeatedly and/or willfully disregarded.

  • Classroom

    @kile pdf with wonky formatting (which is not representative of final document—text review purposes only)


  • Classroom

    Safe space guideline text:

    DRAFT 8 May 2018

    Intent statement

    This guideline is intended to support the purposes of the society^[Constitution] by ensuring a safe, enjoyable, and hassle-free experience at the space; and, at off-site events either hosted, or attended by the society. In order to accomplish this, the guideline outlines the requirements around member conduct, as well as some practical considerations & best-practices.

    The importance of mental health

    Mental Health is a state of well-being in which the individual realizes their own abilities, can cope with the normal stresses of life, can work productively and fruitfully, and is able to make a contribution to their community.”

               —World Health Organization {cite}

    Throughout their lifetime, over one in five Canadians will be diagnosed with a mental disorder, and almost all will experience a mental health problem,^[A mental health problem is a broad term that includes both mental disorders and symptoms which may not be severe enough to warrant the diagnosis of a mental disorder. Like a mental disorder, a mental health problem can cause major changes in a person’s thinking, emotional state and behaviour, and can disrupt the person’s ability to work and carry on their usual personal relationships.] to some degree.

    By being attuned to the impacts that our words and actions have on our own mental health, and the mental health of those around us, and by using this understanding to direct our behaviour, we can ensure that the space remains a safe and productive environment for all to enjoy.

    Practical considerations & best practices

    Thinking distortions ^[also known as cognitive distortions] are unhelpful thought patterns, which are frequently irrational and often pervasive, unless are recognized and addressed. By recognizing these thought patterns when they are expressed by ourselves or others, and drawing the appropriate awareness to them, we can strengthen the mental health of our entire community. The following list outlines some of these distortions:^[reproduced from \cite{MH1stAid, 6.9-6.10}]

    1. All-or-Nothing (Black & White) Thinking: A person uses terms like ‘always’, ‘never’, or ‘forever in situations that are grey areas and not absolute. If performance is not to perfection, it is a failure.^[For example, bob did not get the promotion he applied for, and now he will NEVER get a promotion and will have to stay in his current position FOREVER.]

    2. Overgeneralization: A negative event is seen as a never-ending pattern of failure.^[Jill is very lonely bus she once went to a function and did not meet any people. Her friends want her to go out and meet new people. She does not want to go out because she feels it is useless. Nobody really likes her and people are just mean and do not want new friends.]

    3. Mental filter (Selective thinking): All a person remembers is the negative events that have occurred. Even though their day may have been filled with positive experiences, they focus on the one or two negative events.^[While driving to work John was cut off in traffic. When he arrives home for the evening, all he can remember about his day (even though many things went well) was the rude driver who cut him off.]

    4. Disqualifying the positive (Converting positives into negatives): A person takes a positive event or comment and turns it into a negative. A person will make excuses when given a compliment. The person may feel that they “don’t deserve” the positive feedback.^[For example, Susan just had a painting made of herself by a local artist. Her mom tells her she looks lovely in the picture. She brushes it off and says that the artist just made her look nice so wouldn’t feel bad. In real life she is ugly.]

    5. Jumping to negative conclusions: A person comes to a negative conclusion even though there is no substantial evidence to support it.^[For example, Janet is waiting for her boss, who is 20 minutes late for lunch. She is convinced that the reason her boss is late is that he doesn’t like her or she has done something wrong. On the other side of town, her boss is actually stuck in traffic.]

    6. Emotional reasoning (Mistaking feelings for facts): A person lets negative feelings dictate how they see themselves or the world.^[For example Mary was upset and scolded her child for moving the table. She feels horrible for yelling; therefore, she must be a horrible parent.]

    7. Setting unrealistic expectations: A person tries to motivate themselves by using statements such as “should,” “shouldn’t,” “must,” or “ought to.” The statements are unrealistic and often set the person up for failure.^[For example, Joe says that he should be a perfect parent. Jen says that she must lose 30 kgs by the end of next month. When the goals are not met, they each consider themselves a failure.

    8. *Labeling and mislabeling (Making a mountain out of a mole hill): A person will negatively overgeneralize a situation and make negative comments about themselves.^[Jack made a mistake and had a cheque returned for non-sufficient funds. Once he realized what had happened, he called himself an idiot and loser for making such a mistake.]

    9. Catastrophizing: The importance of events or comments are magnified and made into life and death issues. It is taking labeling and mislabeling to the extreme.^[Joan has a sore throat; therefore, she has throat cancer.]

    10. Personalization: A person will see themselves as the cause of negative things that are happening, even though they are not the cause.^[For example, Joanne’s 25-year-old son was fired from his job at a local restaurant. Joanne feels that if only she had been a better parent he would not have been fired.]

    Member Conduct

    Harassment,^[a form of discrimination involving unwanted physical or verbal behaviour that offends or humiliates you ( )] bullying,^[i.e. unwanted, aggressive behaviour that involves a real or perceived power imbalance, and which is, or has the potential to be repeated, over time( )] discrimination^[ an action or a decision that treats a person or a group badly for reasons such as their ethnicity, age, sexual orientation, gender, or ability (grounds protected under the Canadian Human Rights Act;], and criminality^[behaviour that is contrary to or forbidden by criminal law] are not acceptable or tolerated in the space; or at any time a member may reasonably be viewed as representing the society (including, but not limited to, events attended by the society, online activity connected to the society, etc).

    All members will treat each other in a fair and respectful manner, and should assist others in doing so, where they see the opportunity for improvement.


    @kile—May9—Added draft date to heading

  • Classroom

    @kile pdf with wonky formatting (which is not representative of final document—text review purposes only)

  • Classroom

    The formatting is pretty close to the final versions for web/print, the only change will be where you see " ^[ text ] " will get converted to a numbered margin note (final guidelines will be hosted as HTML and PDFs from main page, and kept in the building as print)

  • Draft Minutes:

    Members Meeting - May 15, 2018

    Meeting details


    Proposed meeting time:| 7:00 pm

    Location:| Kamloops Makerspace Lounge

    Meeting chair:| Kile

    Notes by:| Megan

    Attendees:| RonRon, Torren, Blake, Pierre, Ashley, Riss, Megan, Kile, Dave

    Regrets:| {and here}

    Meeting called to order at:| 7:01

    Draft Agenda

    Approve the minutes from the last members meeting (April 17)

    Motion by Kile. Seconded by Megan. All in favour.

    Adopt the Agenda

    Append one item – Motion on

    Kile moves to adopt the agenda as stated. Seconded by Riss. All in favour

    Report from the Chair

    1. PromoScience Grant

    $19,000 divided into 3 accounts

    $6,000 for the “bricks and mortar” supporting the space

    $6,000 for the MakerBus, getting it set up so that we can use it to achieve the goals of the grant

    $7,000 for curriculum development and delivery, kits, etc.

    Dave suggests soldering kits and useless box kits

    This grant is specifically to spread STEM to the communities – targeted at K-12, their families and educators. As well as underrepresented groups (females, first nations, differently abled, etc.)

    Project-based learning

    To achieve this, we can use H4ckNight, community events, etc

    We need to be better at tracking volunteer hours so applying for these grants is easier

    We are not going to spend it until all of the tracking and MOU in place

    We can’t have everybody involved at every level, so we need to get committees together

    1. BCLC Gaming Grant

    Online proposal due April 30th, any supporting documents were due May 14th.

    We did not supply the supporting the documents, as there were some issues

    The account name was wrong on the cheques

    We are not ready for a grant of this size ($74,000)

    We are better suited for the human and social development grant which opens in August (and is much larger)

    Need to have proper budgeting and tracking set in place

    We need to look at our procedures for applying for grants – closely tied to guidelines and shop coordinators

    Hope to set up accounts for each shop, even if they are empty, or negative accounts. Spending at the discretion of the shop coordinators

    Reports from committees

    1. Governance Committee - Present and vote on:

    Guideline Guideline

    Motion to vote on weather to adopt this guideline by Kile. Seconded by Blake. Dave abstained. Everyone else in favour

    Safe Space Guideline

    Motion to vote on weather to adopt this guideline by Blake. Seconded by Riss. All in favour.

    New business

    1. Motion on how to deal with the forum

    It is very broken.

    Kile suggest redeploy and upgrade, but opens the floor to discussion

    Dave has had several comments that it is unusable

    Pierre states that it is FUBARed. The way it was built does not allow for consistent updating of all parts, so different parts break at different rates

    We are not officially tracking membership in ANY way currently.

    Kile has a snapshot of the data from before Mail Chimp died

    Kile motions to break out an emergency yet to be formed membership committee and report back at the next meeting. Seconded by Megan. All in favour.

    Should we abandon it, keeping it a historically searchable archive and make a new forum?

    We could keep it up and running

    Pierre motions to table this discussion, look into the issue, and report back at the next meeting. Seconded by Kile. All in favour

    Meeting adjourned: 7:43

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