Merge pull request #121 from harvy4002/master

Board minutes

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docs/Operations/governance/board_minutes/2024-06-10.md

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+# 2024-07-25
+## Meeting Information
+**Meeting Date/Time:** 2024-07-25, 19:00  
+**Meeting Purpose:** board meeting  
+**Meeting Location:** University  
+
+## Attendees
+People who attended:
+
+- HA - Chair
+- RJ
+- JS
+- BD
+- Provisional Apologies from JC for not being present
+
+## Agenda Items
+
+Item | Description
+---- | ----
+Chair | • Iiiiiiiiiiiiii’m back<br>• CCTV<br>• New consumables list<br>• Board check in <br>• Space check in
+Secretary | • It's gon' rain
+Treasurer | • General budget trend<br>• Trend with purchases and consumables<br>• Electric bill trend
+Infrastructure | • Updates<br> • Electrical compliance<br> • Eye wash station in kitchen<br> • CCTV - future plans<br> • Resin in sink<br> • Large storage clear out<br> | • Corner of Doom<br> • Internet 
+Membership | • Social media update<br>• Blue cross<br>• Kids Easter event<br>• HTSD Feedback<br>• Summer BBQ maybe<br>• EMF Retro<br>• Build community
+Development | • Create a more streamlined/unified way of organising the space
+Digital | • Zigbee network is up<br>• Member website cleaned a lot of shit
+Incident since last meeting | • Check incident book<br>• 3D Printer moved by Alex<br>• Reported incident [whatever date the thing was]
+Wood | • Dust extraction up & running; measuring & planning noise mitigations if necessary
+CNC | 
+Storage | 
+3D printing | • Prusa XL<br> • Resin?<br> •Insurance implications<br> •Unattended rule<br> •Enders
+Electronics | • Leak
+Metalwork - Welding | • Has anyone actually started to weld? It seems just training at the moment
+VA |
+Lab |
+Snackspace |
+Parkspace |
+AoB | • Arrange next members meeting Harvinder Atwal<br> • 
+CCTV - governance<br> • Restrict / formalise restrictions around critical infrastructure<br> • Needs adding to rules (same with no unattended 3d printing?). Opportunity to review & simplify rules (both wording any where they’re stored)<br> • Spirit of the space<br> • Fire extinguishers check<br> • Regular emergency light checks<br> • Physical space workshop<br> • Actively ventilated room<br> • Screen printing & letter press<br> • 3D shelving & storage<br> • Board/admin storage<br> • Members storagè<br> • Trello<br> • Volunteering shortfalls (training, open evening, maintenance, running events) & potential incentives<br> • Luke T & Guitar Storage<br> • Parking<br> • Making our digital assets / branding materials accessible to members?<br> • 
+Membership payments, pay-what-you-want, and below-self-serve amounts<br> • Board FAQ/runbook
+
+## Discussion
+Hackspace could do with some **dusting.** Maybe needs a bit more colour, looks sad.
+Check in when JC is back around if we need **another board member.**
+**Expenses are generally stable,** went up a lot over the start of year but back down now, especially with electricity costs. Purchase proposals are the biggest variability at the moment but nothing big is planned.
+**Electric certs** are proving to be more work. We have a list of items we need done to get certified. Ben talked to Adam in person and is trying to get in contact to arrange a final certificate check.
+**Doorbot has been rewired** following incident. We probably want 
+**Eye wash station** needs someone else to plumb it in.
+**Resin in the sink** is probably not going to happen and we will need to decomm it completely if nothing is happening with it.
+**New storage slots** have become available, I’ve put some notices on ones that are being used but not claimed. We need a discussion on storage in general.
+It seems the **CNC ammiel** is making will be loaned to the space but it needs a 16A run to the CNC room, we’ve agreed it should happen as the area coordinator is also in favour of the CNC machine.
+**Social media** is a bit ded, there’s no process and people are just posting randomly.
+Kids easter event is probably ded now.
+We probably want to do another **blue cross event** and advertise it well.
+**EMF was a great success,** we want to use the marquee again. Logistics was a nightmare and we probably want a van for next time. Starting to look at workshops and extras for next times village.
+Maybe look at what mosi **events are coming up** or mini maker faires.
+**Zigbee network** is up and maybe used for continuous air and sound monitoring.
+**Prusa XL** has been sent back and will be looked at for repair. Quotes to follow.
+The **enders** should be gotten rid of as we don’t have enough space at the moment for more 3d printers and they are inferior.
+We will want to stick to our **unattended rule** with 3d printing until insurers are changed, or our current ones agree to self insurance.
+**Parkspace** still needs more work.
+**Network cable** is now attached to the wall.
+Sorted massive box of stuff in the **corner of doom.** Some bits are being kept, we still have a lot of woodworking and other things that need clearing out.
+There is building work underway to **fix the leak** in electronics JC is all over it. 
+We probably want to share **costco and bookers access** to all board members.
+**Website** is being cleaned up. It’s almost halfway to being fully upgraded.
+Talk about the next **CCTV next steps** at members meeting, we probably want to propose what it will look like and have a vote.
+We want to consolidate **hackspace rules** and incorporate critical infrastructure.
+We got a lot of positive feedback on **HTSD** and how it was run this time around. We are planning another one for September.
+VA was tied up during **HTSD** and improved nicely.
+Not sure what the plan was after **large storage clear out.** It seems Peter is happy to carry on with some kind of plan 🤷We probably need some plan.
+**Physical space workshop** went well and we’ve got a lot of ideas, we just need people to start to implement them.
+We should make certain **branding assets** available.
+We'll need to work out what to do with **car parking** going forward.
+Agreed we can try putting infra tasks in the space on a **physical board.**
+**Emergency lights** need regular testing.
+We’ve brought forward **volunteering shortfalls** and **membership payment types** for when JC is back.
+We need to talk about a **member's behaviour** which has been reported before and has repeated again.
+
+## Action Items
+To be copied to trello
+
+| Item | Responsible | Due Date |
+| ---- | ---- | ---- |
+| |  | |
+
+## Other Notes & Information
+N/A

docs/Operations/governance/board_minutes/2024-07-15.md → docs/Operations/governance/board_minutes/2024-07-25.md

@@ -1,6 +1,6 @@
-# 2024-07-15
+# 2024-07-25
 ## Meeting Information
-**Meeting Date/Time:** 2024-07-15, 19:00  
+**Meeting Date/Time:** 2024-07-25, 19:00  
 **Meeting Purpose:** board meeting  
 **Meeting Location:** University  
 

docs/Operations/governance/board_minutes/2024-11-19.md

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+# 2024-07-25
+## Meeting Information
+**Meeting Date/Time:** 2024-11-19, 19:00  
+**Meeting Purpose:** board meeting  
+**Meeting Location:** University  
+
+## Attendees
+People who attended:
+
+- JC - Chair
+- HA
+- RJ
+- JS
+- BD
+- JC2
+
+## Agenda Items
+
+Item | Description
+---- | ----
+Board Member Updates | 
+Trello Review | • Tidy Up Tasks<br>• Reallocation of tasks
+Focus Session | • General budget trend<br>• Updates to purchase proposal system?<br>• Large PPs - do they need a members meeting?<br>• what is the purpose of the board check?<br>• is the PP meant to be for the cost of an item or the value of it? E.g. should free donations still have a PP based on their value?<br>• how much notice for MM?<br>• how much notice for voting matters?<br>• what is numbered required for quorum?<br>• how should voting be conducted?<br>• how much margin of error are we happy for PPs to have? (As in how much misc budget is permitted?)<br>• are PPs allowed to be vague to get money approved in advance - e.g. we would like to approve £2k to buy a nice lathe when one comes up for auction<br>• how do proxies work?<br>• default voting options (where non are stated)<br>• PPE purchasing?
+Upcoming Dates | • HTSD - 30th November<br> • Xmas Party - 18th December<br> • Next board meeting
+AoB | • Sponsoring SMRRF 2024 (3d printing festival) I.e. do we want a stall<br> • Upcoming plan for digital<br> • CNC update<br> • 
+Actions from 14 Nov members meeting Item | 
+1. Members have wanted to make better use of the Lab space, but blocked by the privately owned items stored within. Member discussion and asks on the forum haven’t been acted upon. Attendees of the meeting ask for this to be escalated to the Board to formally request the owner of items to remove them from the Hackspace.
+2. Requirements/rules around calling and managing members meetings (quorum requirements, how proxies are managed/solicited, notice periods, locking of agenda; formalising previously established conventions?)
+3. Large purchase proposals: What’s the right way for the membership to be given an opportunity to discuss?
+4. Not an action from the meeting but on my mind, we need to do a lot better job of clarifying the large purchase proposal process ourselves, and then communicating that clearly to membership (not conflicting statements spread over multiple places)
+
+Item | 
+---- |
+Parking warden dude trying to deliver us permits | 
+Sharing access code / fob? | 
+Can we just pick up instead? | 
+All of robs other business | 
+B+K bird boxes | 
+Electrical cert | 
+
+## Discussion
+Recent achievements 
+JC recently **fitted fire doors**
+Harvey has recently been updated **digital infrastructure**
+Harvey running **AC meetings**
+Jordan started **reaching out for donations**
+**JDTT** event went well
+Rob **done accounts 😁**
+Rob **drafting new finances**
+Rob **assisting Harvey** with digital infrastructure 
+Jasmine created **HTS posters**
+Ben **nearly finished electrical works,** still managing final electrical tasks
+
+## Trello updates
+Trello tasks updated, removed, assigned or archived
+
+## Focus session
+* Large PPs - do they need a members meeting? *Yes, for the time being, with appropriate teams bringing forward adequate and significant evidence and support of the benefit of the PP.*
+* what is the purpose of the board check? *As per current PP doc*
+* is the PP meant to be for the cost of an item or the value of it? E.g. should free donations still have a PP based on their value? *Loan form problem, not PP. Sizeable donations to the space need to be clearly discussed with board and communicated to the membership via members meeting.*
+* how much notice for MM? *2 Weeks for notice, 7 days lock voting matter, 24 hrs lock agenda*
+* how much notice for voting matters? *7 days*
+* what is numbered required for quorum? *(15)*
+* how should voting be conducted? *1 person can only hold 3 proxy votes*
+* how much margin of error are we happy for PPs to have? (As in how much misc budget is permitted?) *10% Margin acceptable, preferably essentials only, extras in separate PP to limit budget spiralling *
+* are PPs allowed to be vague to get money approved in advance - e.g. we would like to approve £2k to buy a nice lathe when one comes up for auction - *to be discussed further at a later date*
+* how do proxies work? *Giving consent to another member to vote on your behalf.*
+* default voting options (where non are stated) *same as current*
+* PPE purchasing?
+
+
+## Actions
+To be copied to trello
+| Item | Responsible | Due Date |
+| ---- | ---- | ---- |
+Message Bob about coop bank money, moving it to current account | Ben
+Changing articles of association to increase quorum to 15 | Harvey
+Propose members meeting dates 2025 | JC
+Brief Ed prior to HTSD | Jasmine
+Discretionary funds for HTSD | Rob
+Eoy awards | Jordan
+Xmas party | Jasmine and Jordan
+SMRRF | Rob
+Email Alex to remove personal Lab items | JC
+