From Interlock Rochester Wiki

Revision as of 20:44, 9 December 2009

https://www.paypal.com/nonprofit - paypal likes nonprofits

Business Plan

Holder for business plan information (see google doc)

Final Space: $384 
Heat and Common Charges: $50
Electricity: $50 (estimate)
Timewarner: $84.99 (no build out costs)
Insurance: $50

Total: $618.99 = $47.61 for 13 members

Developing a Business Plan for Non-profits - Strategic Planning - We may want to develop a strategic plan for Interlock. From the document: "Strategic planning is indeed different from business planning. Strategic plans are the road maps that guide an organization forward, answering questions about mission and values as well as what results the organization wants to achieve in the area of program, management/operations, sustainability, and governance. Strategic plans set the course."

Forming a Non-profit Corporation

Steps to Forming an NFP - In Progress/Articles of Incorporation sent to Dept of Ed for approval

Guide to forming a non-profit in NYS from NYS website: [1] http://www.dos.state.ny.us/corp/nfpguide.htm

Sample articles of organization with required 501(3)c inclusions: [2]http://www.irs.gov/charities/foundations/article/0,,id=141238,00.html

Being approved as an "educational" organization - Consent In Progress

To be recognized as a 501(3)c organization, we must include in our purpose that we are "charitable", "educational", or "scientific." Existing hackerspaces we have spoke to usually choose all three terms in their statement of purpose. In NY, if we want to include educational or scientific in our purpose, we need the consent of the Dept of Education, Office of Counsel. I have sent in our organizing documents (Certificate of Incorporation) to the Office of Counsel as of 12/6. I added the necessary disclaimers to receive consent. Until we receive consent, which should not be difficult but simply takes time, we cannot file the certificate of incorporation. Once we receive consent, I will re-file our Certificate of Incorporation. - (This is an area of non-profit law specific to NYS). http://www.counsel.nysed.gov/forms/ques.html#q1

Responsibilities of an NFP in New York State - Begin once Corporation is filed

(From the NY Division of Corporations website) The existence of the corporation begins upon the filing of the Certificate of Incorporation with the Department of State. After the corporate existence has begun, an organization meeting of the initial directors designated in the Certificate of Incorporation must be held for the purpose of adopting by-laws, electing directors and the transaction of any other business. (See Section 405 of the Not-for-Profit Corporation Law.)

The corporation is required to keep correct and complete books and records of account and must keep minutes of the proceedings of its members, board of directors and executive committee, if any. The corporation must also keep a record containing the names and addresses of all members, the number of capital certificates held by each member and the dates when they respectively became the owners of record thereof. (See Section 621 of the Not-for-Profit Corporation Law.)

In addition, a meeting of members must be held annually for the election of directors and the transaction of other business on a date fixed by or under the by-laws. (See Section 603 of the Not-for-Profit Corporation Law.)

Not-for-profit corporations formed for charitable purposes may be required to register with the Office of the Attorney General, Charities Bureau, Registration Section, 120 Broadway, New York, NY 10271. The telephone number is (212) 416-8415. The website address is www.oag.state.ny.us.[3]

Applying for Tax Exempt 501(3)c Status - Begin shortly after corporation is filed

Once we have filed the non-profit corporation, we can apply (within 15 months) for tax exempt status. the corp will be formed right away, but the tax exempt status will just take some time to put together all of the necessary paperwork and be approved. Other hackerspaces applying for tax exempt status are one of our best resources for obtaining 501(3)(c) status. If anyone knows of any hackerspaces who have been officially approved, it would benefit us to contact these hackerspaces and collaborate to some degree with the people who organized those documents.

- A PDF from the NY Lawyer's Alliance that explains, step by step, how to fill out FORM 1023 (our application for tax exempt status): http://www.lawyersalliance.org/pdfs/GO_Chap7_Insert.pdf

- More about applying for tax exempt status here (dumbed down): [4]http://www.irs.gov/pub/irs-pdf/p4220.pdf

- And here (very detailed and provides specific information regarding form 1023 inclusions) http://www.irs.gov/publications/p557/

Note: We can form the corporation and have up to 15 months to file for tax-exempt status. we do not have to wait to call ourselves tax-exempt, and as long as we get approved eventually, we can take donations and tell donors that our tax-exemption status is currently pending. any donations given would retroactively be tax exempt as long as we are approved.

Registering with the NY Attorney General - Look into immediately

As a tax-exempt organization, we would need to register with the NY Attorney General, Charities Bureau at http://www.charitiesnys.com/charities_new.html. I am not sure if we have to file that immediately if we are planning on being a 501(3)c, or if we wait until approval?

Bylaws

see bylaws

HacDC has bylaws that keep decision making centered around members, and less board-oriented. Check them out at http://wiki.hacdc.org/index.php?title=Bylaws

ArchReactor (St Louis)'s draft of bylaws http://archreactor.org/wiki/index.php/Bylaws

Harford Hackerspace http://wiki.harfordhackerspace.org/index.php?title=Bylaws

Noisebridge (San Francisco) https://www.noisebridge.net/wiki/Bylaws

Columbia Gadget Works http://www.columbiagadgetworks.org/home/draft-bylaws

Pumping Station: One (Chicago) http://pumpingstationone.org/wiki//index.php?title=Bylaws and their 'membership agreement http://pumpingstationone.org/wiki//index.php?title=MisbehaviorAmendment

An overview of organizational structure/design patterns for hackerspaces at hackerspaces.org: http://blog.hackerspaces.org/2009/09/13/hackerspaces-and-money-five-approaches/

Mission Statement - In progress

We could use a well developed mission statement here. :)

Interlock Purposes:

1. Maintain space suitable for technical and social collobaration for members of the organization and the community at large

2. Collaborate on all forms of technology, culture, and craft in innovative ways

3. Further the experience of its members in crafts that interest them through collaboration, workshops, and open discussion

4. Further the knowledge and experience of the public through talks, demonstrations, workshops, and public seminars pertaining to member crafts, inventions, and discoveries.

5. Apply the results of its work to specific cultural, charitable, and scientific causes.

6. Release the results of its work to the community through free and open licensing of intellectual property.

Eric's 16 point process of creating a hackerspace

http://docs.google.com/View?id=dh6q5hc_3f9h338x9 -

1. Business Plan
   1. Formulating Steps, procuring services of Lawyer/Accountant
   2. Mission Statement
   3. Assets/Financials, Budget/Income Projection
   4. Present offering uniquely –why us?
   5. Market evaluation, place in market niche
   6. Breakdown income source/potential
   7. Outline membership plan (# of members+$ per month =revenue generated)
   8. Sponsorships/Donations/Merchandise/Products etc.
   9. Define reasons for choosing to go non-profit
   10. Write up the plan
   11. Notarize and finalize
   12. Present to potential investors, banks, clients etc.
2. Staff/Operators
   1. Identify what you need to run company as far as personnel
   2. Figure out who is available to you
   3. Assess suitability for various roles
   4. What can you offer them?
   5. What is their long term potential? Long term goals?
   6. Separate financial supporters vs. non-financial
   7. Define roles and place people in positions of merchandisers, teachers, lecturers, administrative, house staff etc.
3. Acquire Non-Profit Status
   1. Get paperwork/legal counsel
   2. Obtain proper permits/licenses
   3. Get insurance (expand later on to cover equipment and possessions in the space)
   4. Submit file
   5. Follow up with whoever is handling case
4. By-Laws
   1. Base off of the HackDC model
   2. Modify to suit new venture
   3. Have board sign off on them
5. Budget
   1. Operating Costs
   2. Lease for space
   3. Permits and license fees/legal fees
   4. Equipment supplies/building materials
   5. Cost of setting up and maintaining web presence
   6. Advertising/Marketing
   7. Salaries for staff
   8. Auxiliary costs (utilities, basic supplies, insurance etc.)
6. Monies
   1. Membership model
   2. Tier structure –Monthly/Yearly/Lifetime Model
   3. Sponsorships
   4. Donations
   5. Investors
   6. Merchandise Income
   7. Other potential income sources (Advertising revenue from online, affiliate donations etc.)
7. Location
   1. What do you need/want? (Size, location, proximity to transportation, neighborhood affiliations etc.)
   2. How much can you reasonably afford?
   3. Explore lease-to-buy options
   4. Buildout potential of space
   5. Zoning/permits/operating rules and requirements of space –does it work?
   6. Is it accessible?
   7. Can it accommodate technology/upgrades/sound/heavy traffic etc?
8. Layout
   1. Size
   2. Breakdown space into front/back, public/private areas
   3. Determine fixed/mutable spaces
   4. Coordinate with DIY people
   5. Consider what materials to use/maximum efficiency/safety issues
   6. Hypothesize future buildout –sketch rendering of space to that effect
   7. Determine overall motif and themes
9. Web Presence
   1. Site/Personal email/Blog/Forum
   2. Memberships
   3. Maintenance
   4. Merchandise
   5. Online lectures/materials
   6. Links/Affiliates
   7. Advertising
10. Equipment
    1. Basics for start-up
    2. In-house tools/materials
    3. Portable/moveable/off-site equipment/materials
    4. What is needed to facilitate the spaces being built? What can we reasonably provide, what will they need to provide for themselves?
    5. Possible Co-op of tools and such?
    6. Possibility of building new equipment and such on-site?
11. Marketing/Advertising
    1. Identify markets/niche
    2. Show marketability
    3. Who are your members? Can they offer anything towards this end?
    4. Merchandise, in-house/affiliate-related
    5. Expand market –network!
    6. Have paid advertising on website?
12. Members
    1. Getting them to join
    2. Getting them involved
    3. Physical/Financial presence
    4. Participation
    5. Volunteers
    6. Conventions/gatherings/parties etc.
    7. Feedback/Forum input
13. Affiliates/Associates
    1. Among friends/current members
    2. Outside immediate network
    3. Networking within like organizations
    4. Approach alternative educational institutions for support?
    5. Link online with others
    6. Co-op
    7. Joint endeavors/group exercises/Inter-system challenges?
14. Classroom Module
    1. What do you want to offer?
    2. Disciplines
    3. Teachers/Lecturers
    4. Participation model
    5. Materials
    6. Fees
    7. Online availability/streaming video/live feed
    8. Certification?
    9. Continuing the educational cycle (learn, teach, learn teach etc)
15. Infrastructure Buildout
    1. Space to space linkage
    2. Global?
16. Franchise/Model Branching
    1. Viability
    2. Desirability
    3. Resource capability
    4. Location(s)
    5. Venue-type expansion (i.e. club, workshop, warehouse, tech/science lab etc.)