Constitution

Date Of Last Revision: 14th December 2010

1. Name Of Organisation.

  1. The name of the organisation shall be “MiLKlabs”.

2. Organisation Objectives.

  1. To develop an inclusive community interested in the pursuit of innovation in science, technology, modern culture, and creative arts.
  2. To provide shared physical workspaces and resources where the community can work together or individually on projects.
  3. To provide safe, inviting, and friendly environments where the community can meet and socialise together.
  4. To foster the idea of knowledge sharing and continued education within the community, and the general public.
  5. To promote and support the use and development of open technologies, standards, and ideas by the community, the general public, and other bodies.

3. Organisation Procedures.

  1. The organisation shall be run by its members. A limited set of finance, membership, and management tasks will be performed by a committee on behalf of the members.
  2. The organisation will have flexible general operating procedures to coordinate the day-to-day running of the physical workspaces, the use of resources, and decision making processes.
  3. All decisions of the organisation will be made by consensus, or if consensus cannot be reached then at a meeting by majority vote. In this constitution, consensus means that all full members have been given the opportunity to object to a decision and no reasonable objections have been received. The consensus making process will be defined in the general operating procedures.
  4. The committee will be responsible for interpreting this constitution and the general operating procedures.
  5. This constitution may only be amended at a general meeting.
  6. All members and visitors shall refrain from actions or behaviour which would have a negative effect on the organisation. The organisation shall not be held responsible or liable for any actions or behaviour of individuals or groups.
  7. All members and visitors will be bound by this constitution and the general operating procedures.

4. Membership.

  1. A full member will have the right to keys and be able to attend any physical workspaces at any time, to have a single vote, make use of resources, and accompany two visitors; as detailed in the general operating procedures.
  2. A probationary member will have the right to attend any physical workspaces while a full member is present, make use of resources, and accompany one visitor; as detailed in the general operating procedures.
  3. New member procedure:
    • A prospective member must agree to this constitution and supply a membership form to the committee along with nominations from two existing full members.
    • Upon acceptance by the committee, the prospective member will be deemed to be a probationary member.
    • After a three month probation period a decision will be made by the membership on whether a probationary member will be made a full member, have the probation extended or be removed from the organisation.
    • The committee can reduce or extend the required probation period on a case-by-case basis.
  4. The membership fee will be paid in advance. The form of payment will be, monthly by standing order or monthly in cash. The committee can make arrangements on the amount and form of payment for members with financial difficulties on a case-by-case basis.
  5. The membership fee can consist of multiple rates, the rates and criteria for each rate will be set at a general meeting.
  6. Any committee member can suspend any member or visitor in extreme circumstances. Suspended members or visitors will be denied access to any physical workspaces until the reason for their suspension has been resolved. An alternative to a suspension would be a short term timeout, with a suitable time set by the committee member.
  7. If a member wishes to leave the organisation, written notice must be given to the committee. Continued non-payment of the membership fee will be deemed to be the same as the receipt of a written notice to leave the organisation.
  8. A general meeting will be held if a full member is to be removed from the organisation.
  9. Upon leaving or being removed from the organisation all keys, access tokens or organisation property must be return to the organisation.
  10. On the adoption of this constitution all people who have paid dues prior to its adoption and have agreed to the constitution will be deemed to be full members.
  11. To be considered a full member, the following criteria must be met:
    1. Membership must be paid in full from the date of joining
    2. The person must have passed the probationary period to the satisfaction of the committee and membership
5. Committee.
  1. The tasks of the committee shall be to coordinate the financial activities, maintain the membership list, coordinate general meetings, maintain the general operating procedures, and act as signatories on behalf of the organisation.
  2. The committee shall be made up of full members and shall consist of; One Treasurer, One Membership Secretary, And at least three ordinary committee members.
  3. Committee members will receive no remuneration for being part of the committee.
  4. The Treasurer will maintain the organisations financial accounts, create budgets, and be the primary bank account holder.
  5. The Membership Secretary will maintain the membership list for the organisation, and inform members of general meetings. An ordinary committee member can be co-opted by the committee to the Membership Secretary position if the need arises.
  6. If a committee member resigns from the committee or leaves the organisation a general meeting will be called to find a replacement.
  7. A general meeting will be held if a committee member is to be removed from the committee.
  8. All personal information will be maintained in strict confidence by the committee. Any changes or corrections required to this information can be made through the Membership Secretary.
6. Income And Finance.
  1. The organisation shall be non-commercial and not-for-profit.
  2. All income will be used to achieve the organisations objectives.
  3. The primary income source for the organisation will be the membership fee, all other sources will be secondary income.
  4. The committee, in consultation with the membership, shall coordinate expenditure on the running costs of the organisation.
  5. The committee, in consultation with the membership shall define general operating procedures for the collection and disbursement of small cash amounts.
  6. Decisions on extra expenditure by the organisation will be made by the membership.
  7. The signature or electronic authorisation of the Treasurer and another committee member will be required for all cheques or financial directives of the organisation.
  8. Income, assets and surplus may not be distributed to any member.
7. Use Of Organisation Resources.
  1. The organisation will make no claim and take no responsibility for the projects created by members using organisation resources.
  2. Members may not use organisation resources for continued commercial activity.
8. General Meetings.
  1. There shall be an Annual General Meeting (AGM) held each year.
  2. An Extraordinary General Meeting (EGM) shall be convened if: i. The lower of ten percent of members with full membership status or ten full members request one. ii. Or the committee requests one.
  3. A quorum of a general meeting shall be two committee members and the lower of ten percent of members with full membership status or ten full members.
  4. The business of the AGM shall include annual reports from the Treasurer and Membership Secretary, the election of a new committee, and the setting of the membership fee.
  5. The business of an EGM shall be restricted to the items given in the notice of the general meeting.
  6. Notice of all general meetings and the reason for the meeting shall be given by the committee at least two weeks prior to the date of the meeting.
  7. A general meeting will be chaired by the Treasurer or other member of the committee, the minutes of the meeting will be made available after the meeting.
  8. At a general meeting resulting in the dissolution of the organisation, the remaining assets and property of the organisation must be used to cover any outstanding expenses of the organisation and/or be distributed to other organisations with similar objectives.
  9. At a general meeting, a vote will be passed if more then half of the full members present are in favour, and a vote on an amendment to this constitution will be passed if more then two thirds of the full members present are in favour.