Documentation on O'Town Makerspace — Community Workshop in Odense

Terminology

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The following terms are used throughout the Articles of Association and other governing documents of O’Town Makerspace.

Association – refers to O’Town Makerspace.
Board – refers to the Board of Directors of the Association.
Member – any individual who has signed the Terms of Membership and is accepted into the Association.
Facilities – all physical spaces, tools, and equipment managed by the Association.
Annexes – additional documents referenced in the Articles such as the Terms of Membership, Makerspace Layout, Liability Waiver, etc.

Articles of Association

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1. Name and Status

The Association’s name is O’Town Makerspace.
The Association is registered as a Danish “Forening”.
The Association’s registered office is in Odense.

2. Purpose

The Association’s purpose is to promote creativity, learning, and practical skills by providing access to tools, technology, and collaborative environments for members and the public.
The Association provides a communal makerspace where members can collaborate, pursue creative and technical projects, and share knowledge across a wide range of disciplines.
The Association hosts activities and workshops that are educational and foster a productive and social environment.

3. Membership

Membership is open to any person over 18 years of age who supports the Purpose of the Association.
1. Dispensation can be granted by The Board of Directors to a person under the age of 18 to become a member. The Board of Directors may apply limitations and conditions to the membership as they deem appropriate.
The Board of Directors shall maintain a Terms of Membership agreement which sets out the requirements and privileges of members.
The membership is valid upon completion of the signup process on the website and the first payment. This includes accepting the “Terms of Membership” and completing the payment method.
1. Membership fees are due monthly.
2. Cancellation and modification of the membership can be done at any time, before the next payment. Upon cancellation, the membership is valid for one month following the last payment.
3. Membership applies to the subscription payment period and is automatically withdrawn if a member is three (3) months in arrears.
4. Membership may be terminated if a member does not act according to the Terms of Membership.
5. The Board may enforce an immediate ban from the facilities in case of particularly serious violations.
6. In the event of disciplinary actions, the Board shall act according to the relevant subsection of the Terms of Membership.
7. An application for membership can be denied if the applicant has unpaid debt to the Association or has been expelled.
Members are not liable for the debts of the Association.
Members are financially liable for damage or destruction of equipment or assets due to neglect or mistreatment.
Member Contribution and Collaboration
1. Members are encouraged to contribute to the improvement and maintenance of the makerspace within the framework set by the Board.
2. The framework for the makerspace shall be documented in the Makerspace Layout document.
3. The Board shall maintain the Makerspace Layout document, which sets out the layout and organization of the makerspace, which members are obligated to follow.
4. Permanent changes to the makerspace layout, installations, tools, or infrastructure may only be made with prior approval from the Board.
5. The Board may establish guidelines for collaborative projects and space improvements to ensure consistency, safety, and accessibility for all members.
6. Members who wish to propose layout changes or modifications shall submit their proposal to the Board, who will review it at the next board meeting or as soon as practicable.

4. General Assemblies

The General Assembly is the Association’s ultimate authority.
The Annual General Assembly is held annually, between 10 to 14 months from the previous General Assembly.
Notice must be given at least four weeks in advance, stating the agenda for the members.
Right to attend and vote at the General Assembly requires membership of the Association.
Enrollment in the Association must have taken place no later than 7 days before the ordinary General Assemblies.
All proposals that are to be considered at the General Assemblies must be received by the Board no later than 14 days before the General Assembly.
Agenda for the annual General Assembly:
1. Election of moderator of the Assembly, the rapporteur, and the two vote counters.
2. The Chairman of the Board presents the annual report of the Association’s activities.
3. The Treasurer of the Board presents the annual report of the finances.
4. Acceptance of the budget.
5. Election of Chairman.
6. Election of Treasurer.
7. Election of one to three members of the Board.
8. Election of Auditor.
9. Election of zero to two alternates of the ordinary members of the Board.
10. Presentation and voting for proposals.
11. Any other business.
Minutes must be published no later than one month after the General Assembly together with the Board’s vision for the year.
The General Assembly makes its decisions by simple majority, except in the case of changes to the Articles, which require a two-thirds majority.
Voting takes place by show of hands or anonymous written vote, if requested by one or more participants.
Members unable to attend may transfer their vote via signed power of attorney to another member, carrying only one other member’s vote. The document must be presented at the start of the Assembly.

5. Extraordinary General Assemblies

An Extraordinary General Assembly shall be held if a majority of the Board considers it necessary.
A minimum of one-third of the members may request an Extraordinary Assembly, by submitting a written reasoned request to the Chairman.
1. The requested Assembly must be held no later than five weeks after the request is received by the Board.
The notice period follows the same rules as the annual General Assemblies.

6. The Board of Directors

The Association’s day-to-day management is handled by the Board.
The Board is elected by the General Assembly for a period of one year.
The Board shall lead the Association in accordance with the Articles and the resolutions of the General Assembly.
The Board consists of the following: Chairman, Treasurer, and one (1) to three (3) ordinary members.
Minutes of Board meetings must be made public no later than fourteen days after the meeting.
1. All Board meetings are open for attendance by members, but they do not have the right to vote.
2. The Board may fully or partially close meetings when dealing with sensitive topics.
3. Voting at Board meetings is decided by simple majority.
Decisions are made by a quorum with at least three (3) Board members present.
The Board shall determine its own rules of procedure and may create subcommittees.
If an ordinary member resigns, the remaining Board appoints one of the alternates.
The Board must assign members tasks such as PR, event coordination, and upkeep/maintenance of assets.

7. Finances, Budget, and Accounts

The financial year runs from 1 January to 31 December.
The Board is responsible for budget and accounts, accountable to the General Assembly.
Accounts are kept by the Treasurer.
The Association shall have an association account (Danish “foreningskonto”).
Accounts are audited by the Auditor elected at the General Assembly.
1. The Auditor must not be a Board member.

8. Power to bind the Association

The Association is bound by the signatures of the Chairman and two (2) other Board members.
1. When raising loans or selling property exceeding DKK 9,000, all Board members must sign.
The Treasurer may veto financial decisions deemed unsustainable.

9. Limitations of liability

The Association is only liable with its assets; members and Board have no personal liability.

10. Agreements

Formulation and wording of proposals for amendments may be changed by the General Assembly as long as the changes do not materially alter the proposal.
1. Amendments take effect after the General Assembly where accepted.

11. Termination

Dissolution requires a two-thirds majority at two consecutive General Assemblies, one of which must be ordinary.
Remaining assets are transferred to charitable associations per General Assembly decision.

12. Official Communication

Private matters between members and the Board are via e-mail.
Public communication is hosted on the social platform, as detailed in the Terms of Membership.
All membership rights or conflict communication must occur via official channels.
The Board shall answer emails within 5–10 business days.
The Board is responsible for maintaining a pleasant environment on the social platform.

13. Annexes

The Board shall inform members of any changes or updates to annexes via the official communication channel (email) within a reasonable time after the change.
The following annexes are referenced by the Articles of Association:
1. Annex 1: Terms of Membership — Governs member rights and obligations as part of the makerspace.
2. Annex 2: Makerspace Layout — Description of the makerspace layout and usage guide to be followed by board and members.
3. Annex 3: Liability Waiver — Document concerning member safety on the premises.
4. Annex 4: Cookie and Privacy Policy — Document regarding handling of private data by the garage as part of administrative operations.
5. Additional Annexes — Any additional annexes approved by the Board or General Assembly.

Terms of Membership

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1. Scope

Includes all facilities, workshops, rented premises, and garages run by the association.
Collectively referred to as “facilities” or “facility”.
The signer of these terms is referred to as “member” or “members”.

2. Access and Opening Hours

Membership grants access to facilities, machines, and tools during opening hours.
Certain machines/tools require a license to operate independently or under supervision.
See paragraph “15. LICENSE” for further information.
Opening hours are dynamic and can change weekly as they are operated by members.

3. Up time

High usage can put pressure on machines and tools, causing waiting times.
Machines/tools may be “out of service” until repaired or replaced.
Members must inform employees, volunteers, or representatives of breakdowns to keep others informed.

4. Rights of members

Right to vote in the yearly election of the Committee (one vote each).
Right to run for election in the yearly Committee election.
Right to participate in all open meetings hosted by the Forening.
Right to appeal a ban by sending an application to the Board (must wait at least 60 days between applications).

5. Damages

Members must inform representatives if they damage a machine, so it can be dealt with quickly.
Improper or irresponsible use of machines/tools/facilities will be billed to the member.
Members must also sign and agree to the supplementary “liability waiver”.

6. Closed days

Facilities may be closed due to reservations, cleaning, courses, maintenance, workshops, etc.
Facilities may also be closed for vacations and holidays.

7. Storage

Members may store belongings in the designated storage box assigned to them individually.
Members may temporarily store belongings in the makerspace, provided they obtain prior approval from the Board to ensure that the storage does not interfere with the usability of the facilities for other members.
Stored belongings without agreement will be removed after 7 days at the member’s expense.

8. Insurance

Members are strongly encouraged to have insurance.
The Forening does NOT cover injuries or lost/damaged property of members.
Recommended insurances: Indboforsikring and ulykkeforsikring or equivalents.
Members should consult their insurance company if in doubt.

9. Cleanup

Members must clean up after themselves.
Facilities must be left in at least the same condition as when the member started using them.
Responsibilities include sweeping floors, wiping tables, returning utensils, tools, and machines to their original place.
Members are encouraged to clean up after each other if something is missed.

10. Trash

Facility materials must be disposed of in the appropriate container.
Members bringing their own materials are responsible for disposal at their own expense.

11. Use of machines and tools

Members must not operate machines/tools they are unfamiliar or uncomfortable with.
Some machines require a license to operate independently or under supervision.
Facilities are common areas; members are encouraged to give each other space and allow priority if someone is in a hurry.

12. Safety

Members must sign the liability waiver and follow its terms.
Members must follow ALL safety rules and regulations.
Personal protective equipment must be used at all times.
Members are responsible for preventing bodily harm or injury to others.

13. Guests

Members may bring guests as company, not workforce.
Members are responsible and liable for their guests.
Terms of the Forening apply to guests as well.

14. Dispute Resolution

In the scenario of a dispute between members, a formal complaint shall be made to the Board via official communication.
1. The Board shall organise a conflict hearing within 14 working days to find a resolution.
2. The accused member may provide a written response to the complaint prior to the hearing.
3. Should the members involved come to a resolution before the hearing, the case shall be rescinded.
The Forening uses a 3-strike warning system to resolve conflicts.
1. Strike one = oral and written warning.
2. Strike two = short-term ban, not exceeding three (3) weeks.
3. Strike three = revocation of membership.
In severe cases, the Forening reserves the right to issue an immediate membership revocation.
1. If banned, the member must remove all belongings from the facility as soon as possible.
One strike shall be rescinded from a member after an 18-month period with no further infractions.

15. License

Certain machines/tools require a license to operate.
The Association hosts opportunities to acquire licenses.
There are two levels of licensing:
1. Level 1: use under guidance of a Level 2 licensed member.
2. Level 2: independent use and ability to supervise Level 1 licensed members.

16. Privacy policy

The Association’s privacy policy is in the “Cookie and privacy policy” annex.

Cookie and Privacy Policy

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Cookies are used on this website. A cookie is a small file stored on your browser and is used to recognize your computer or operating system when you visit our site. Cookies:

Cannot see who you are or access other personal information.
Cannot spread malware, viruses, or other harmful effects.
Provide anonymous data for the website and no data is shared with third parties.

1.1 How Cookies Are Used on the Site

Cookies track statistics about click rates and the number of users.
Session cookies remember your login information and are essential for using the site.
Without session cookies, you must re-enter login information and cannot manage job offers as an organization.
Session cookies remain active while your browser is open and are deleted when it is closed.

1.2 Traffic Measuring (Google Analytics)

Cookies from Google Analytics are used to measure site traffic.
To opt out of Google Analytics, use http://tools.google.com/dlpage/gaoptout.

1.3 Storage and Deletion of Cookies

Cookies are stored on your browser and self-delete after some months.
Cookies are renewed with each visit to the site.
You can remove cookies using http://minecookies.org/cookiehandtering/.
To avoid or block cookies, use http://minecookies.org/cookiehandtering/.

2. Privacy Policy

2.1 Use of Personal Information

Personal information is never shared with third parties without your explicit consent.
We only collect personal information provided by you during registration.
Information is used to implement the terms and improve services, technology, and products through analytics.

2.2 General Use of Data

We collect necessary information to enable contact between the organization, members, and volunteers.
Data is used for user surveys, customer support, and performance of agreements.
Stored data for members and volunteers includes:
- Name
- Contact information
- Licenses for tools or machines at the Forening

Right to access: You can access the information we have about you.
Right for correction: You can correct false information.
Right to deletion: You can have your personal information deleted.
Right to object: You can object to the treatment or limit the use of your personal information.
Right to port data: You can export your data in a commonly used format.
Right to recall consent: You can revoke consent at any time (effective from the moment of revocation).
Right to file a complaint: You can submit a complaint to Datatilsynet (www.datatilsynet.dk).

2.4 Protection of Sensitive Personal Data in Posts

Users must not post personally identifiable or sensitive information.
Sensitive data includes:
- Race and ethnic origin
- Political beliefs
- Religious or philosophical convictions
- Professional affiliation
- Genetic or biometric data
- Health information
- Sexual relations or orientation
Any detected sensitive information will be deleted and the user notified.

2.5 Security and Protection of Personal Information

Personal information is stored securely according to the Personal Data Act (persondataloven).
Data is stored on limited-access computers in secure facilities.
Internet data transfer carries risks; users disclose personal information at their own discretion.

Liability Waiver

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By signing this liability waiver, you acknowledge and accept the following terms regarding your use of the facilities and tools operated by “O'Town Makerspace”.

1. Age and Capacity

By signing this liability waiver I declare that I am of the age of 18 and magisterial and that my use of facilities and tools etc. that belong to “O'Town Makerspace” happens entirely at my own risk.

2. Physical Condition

I have been informed about and accept that the use of tools and facilities requires high levels of concentration, physical strength and good behavior. I therefore declare that I am in good physical condition, and that I am not affected by alcohol, narcotics or medicine that would affect my ability to use the facilities and tools. I am informed about that the uses of the facilities and tools can pose a risk or be dangerous to, people with heart problems, high blood pressure, pregnancy and people with back/spine damages. These are in the high risk group and are therefore not allowed to use the facilities and tools at “O'Town Makerspace”.

Documentation on O'Town Makerspace — Community Workshop in Odense

Terminology

Articles of Association

1. Name and Status

2. Purpose

3. Membership

4. General Assemblies

5. Extraordinary General Assemblies

6. The Board of Directors

7. Finances, Budget, and Accounts

8. Power to bind the Association

9. Limitations of liability

10. Agreements

11. Termination

12. Official Communication

13. Annexes

Terms of Membership

1. Scope

2. Access and Opening Hours

3. Up time

4. Rights of members

5. Damages

6. Closed days

7. Storage

8. Insurance

9. Cleanup

10. Trash

11. Use of machines and tools

12. Safety

13. Guests

14. Dispute Resolution

15. License

16. Privacy policy

Cookie and Privacy Policy

1. Cookie Policy

1.1 How Cookies Are Used on the Site

1.2 Traffic Measuring (Google Analytics)

1.3 Storage and Deletion of Cookies

2. Privacy Policy

2.1 Use of Personal Information

2.2 General Use of Data

2.3 Your Rights (under GDPR / persondataforordningen)

2.4 Protection of Sensitive Personal Data in Posts

2.5 Security and Protection of Personal Information

Liability Waiver

1. Age and Capacity

2. Physical Condition