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botlab:agm_20170328 [2017/03/28 21:48]
dwyatt
botlab:agm_20170328 [2017/04/11 18:36] (current)
dwyatt
Line 16: Line 16:
 Toby Se, Tarim, John W, Pam D, Russell D, John D, Richard L, Arthur A, Russ C, Nic M, David W (minutes-taker),​ Ian A-S Toby Se, Tarim, John W, Pam D, Russell D, John D, Richard L, Arthur A, Russ C, Nic M, David W (minutes-taker),​ Ian A-S
  
-Apologies: Nick G, David H+Apologies: Nick G, David H, Oliver ​H
  
 ===== Topics discussed ===== ===== Topics discussed =====
   * **AGM**   * **AGM**
     * Vote on proposed system for election of new committee members     * Vote on proposed system for election of new committee members
-      * JW: how do we set the maximum number of committee members? Constitution doesn'​t specify a maximum.+      * System as specified has no mechanism to limit number of committee members. ​JW: how do we set the maximum number of committee members? Constitution doesn'​t specify a maximum.
       * T: Distinction between Committee and Directors - AGM exists to elect Directors, not necessarily the same as committee. Currently they are the same. Likewise BOTLab membership is the same as Hackspace membership.       * T: Distinction between Committee and Directors - AGM exists to elect Directors, not necessarily the same as committee. Currently they are the same. Likewise BOTLab membership is the same as Hackspace membership.
-      * TS: Maybe say 6 as an arbitrary upper limit? IA-S: maybe relate to the number of members? T: limit #directors to 5 to avoid deadlock but allow directors to appoint arbitrary numbers of resposibility positions. ​DW: Directors set +      * TS: Maybe say 6 as an arbitrary upper limit? IA-S: maybe relate to the number of members? T: limit #directors to 5 to avoid deadlockbut allow directors to appoint arbitrary numbers of resposibility positions.
       * TS: Odd or even number of directors? All: Odd.       * TS: Odd or even number of directors? All: Odd.
-      * IA-S: felt more responsibility by being elected as a director rather than a  +      * IA-S: felt more responsibility by being elected as a director rather than appointed as committee member - made him more engaged, wated to contribute. 
-      * Vote in favour of setting 5 directors: ​Unanimous+      * Vote in favour of setting ​a maximum of 5 directors: ​Unanimously approved
       * Who has responsibility for approving proposals? ​       * Who has responsibility for approving proposals? ​
-      * PD: could bring in sub-committees to deal with specific matters ​- IAS:  +      * PD: could bring in sub-committees to deal with specific matters 
-      * IAS: How are committee members appointed? By majority of directors +      * IAS: How are committee members appointed? By majority of the directors. 
-      * AA: If committee ​exists, would consider stepping down as director and becoming ​. IAS: directors ​do have liability, they have been conscious of this, but insurance limits this? TS: Insurance doesn'​t cover if we act negligently. JW: feels strongly that unpaid directors should not have liability ​in this situation. TS: maybe goal for year is to engage with other hackspaces and understand how their liability is managed.  +      * AA: If non-director ​committee ​positions existedhe would consider stepping down as director and becoming ​one in order to continue contributing without responsibility. IAS: directors have liability, they have been conscious of this, but we think the insurance limits this - does it? TS: Insurance doesn'​t cover if directors ​act negligently. JW: feels strongly that unpaid ​voluntary ​directors should not be liable ​in such a situation. TS: maybe goal for year is to engage with other hackspaces and understand how their liability is managed.  
-      * PD: Emphasises H&S during tours of the space for new members but would help if there was a booklet or other formal information on ground rules, where to report broken items/​accidents,​ provide a point of contact. +      * PD: Emphasises H&S during tours of the space for new members but would help if there was a booklet or other formal information on ground rules, where to report broken items/​accidents,​ provide a point of contact. ​Could be derived from existing Hackspace Manual/​documentation on wiki. Maybe a good aim for a subcommittee to undertake? 
-      * JW: Also need a members'​ agreement for people to sign when they join - make it clear the hackspace doesn'​t have a "​manager"​ who takes responsibility - make them aware of responsibilities. +      * JW: Also need a members'​ agreement for people to sign when they join - make it clear the hackspace doesn'​t have a "​manager"​ who takes responsibility ​for them - make them aware of their own responsibilities. 
-      * Voting system: Approved unanimously.+      * Voting system ​(with modification to set the target number of directors): Approved unanimously.
     * Presentation of annual accounts for members'​ approval     * Presentation of annual accounts for members'​ approval
-      * JW: Should we record laser credit balances separately? Is it the case that people would be owed their money back if we couldn'​t provide the DW: Was not made clear initially. TS: Should ​be made clearer next time a similar big fundraising drive happens, the terms on which people are contributing money. IS: Should be broken out and recorded separately for reference. +      ​* DW presented the accounts and described their content. 
-      * Approved unanimously.+      ​* JW: Should we record laser cutting ​credit balances separately? Is it the case that people would be owed their money back if we couldn'​t provide the service? ​DW: Was not made clear initially. TS: the terms on which people are contributing money should ​be made clearer next time a similar big fundraising drive happens. IS: Should be broken out and recorded separately for reference. 
 +      * Accounts: ​Approved unanimously.
     * Committee report on previous year and objectives for next year     * Committee report on previous year and objectives for next year
 +      * Notes on topics presented:
 +        * Theme for this year was improving systems and processes - these included (work by committe and others):
 +        * Arranged insurance and associated risk mitigation actions (chemical cabinet, safer heaters)
 +        * Started paying electricity bills for G11, and switched to Ecotricity
 +        * Collectively decided on policy on children in the hackspace
 +        * Set up the Hackspace announcements Mailchimp list
 +        * Tallied laser cutter usage to date and reconciled against pledges
 +        * Migrated website to new server
 +        * Acquired Hardinge lathe and brought to near-operational condition. Agreed on and constructed CNC router dust booth.
 +        * Set up micro purchase mechanism and consumables process.
 +        * Skillshares handed over from MV to JW. ~5 events run.
       * JW: Risk assessments should be put on the wiki, for openness.       * JW: Risk assessments should be put on the wiki, for openness.
-      * RC: Should revitalise signage on machines about inductions. ​IAS:  +      * RC: Should revitalise signage on machines about inductions.  
-      * JW: obtained hazard sheets for all chemical.+      * JW: Also obtained hazard sheets for all chemicals, stored in binder.
     * Appointment of new committee members     * Appointment of new committee members
-      * IAS is chosen by drawing lengths of wire to stand for reelection +      * DW, RD and DH stand down. IAS is chosen by drawing lengths of wire to stand down for reelection. AA and TS remain. Including IAS there are thus 3 vacant positions for Directors. 
-      * IAS, NG and RC are unaimously elected to driectors +      * NG and RC put themselves forward for election in addition to IAS. 
-    * T: Proposes vote of thanks to incoming, outgoing and remaining directors.+      * IAS, NG and RC are unaimously elected to directors by secret-ballot block approval vote, according to the newly-approved election system. 
 +    * T: Vote of thanks to incoming, outgoing and remaining directors.
   * **Food!**   * **Food!**
   * **Members'​ meeting**   * **Members'​ meeting**
     * Incident log for accidents and near misses     * Incident log for accidents and near misses
       * DW: Agree committee should deal with this, to be discussed at the next committee meeting       * DW: Agree committee should deal with this, to be discussed at the next committee meeting
-      * JW: Incidents ​should be a standing agenda item+      * JW: Reviewing recent incidents ​should be a standing agenda item on committee and members'​ meeting agendas.
       * IAS: Are there any recent incidents we should be aware of?       * IAS: Are there any recent incidents we should be aware of?
-        * Angle grinder had loose discs +        * Angle grinder had loose discs - hence angle grinder was removed by its owner 
-        * Mercury switches on floor +        * Mercury switches ​found on floor - need to be disposed of 
-        * Broken plug disintegrated when  +        * Broken plug that had been reused ​disintegrated when unplugged - could be fixed by using resilient rubber plugs on equipment 
-      * TS: Relies on members to spot incidents and report them+      * TS: Relies on members to spot incidents and report them.
       * NM: How high a standard should we set? JW: we should fix problms when we're aware of them       * NM: How high a standard should we set? JW: we should fix problms when we're aware of them
       * PD: Should try to inform people about importance of working safely when they first join the space - ground rules, booklet etc. IAS: That helps but won't capture the people who are existing members - PD: but it helps.       * PD: Should try to inform people about importance of working safely when they first join the space - ground rules, booklet etc. IAS: That helps but won't capture the people who are existing members - PD: but it helps.
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       * IAS: The proposal actually said all balances expire after a year, but no reason we shouldn'​t be generous and allow people to use it over longer time period. But it isn't represented as a liability because of this.       * IAS: The proposal actually said all balances expire after a year, but no reason we shouldn'​t be generous and allow people to use it over longer time period. But it isn't represented as a liability because of this.
       * AA: We should be gentle don't shock people with big bills! Though many other users only have small balances. Are we charging enough? This is quite a good amount.       * AA: We should be gentle don't shock people with big bills! Though many other users only have small balances. Are we charging enough? This is quite a good amount.
- 
     * AOB:     * AOB:
       * bristol@hackspace email address - T has investigated and this forwards to info@bristol. .       * bristol@hackspace email address - T has investigated and this forwards to info@bristol. .
 +      * Skillshares:​ booked up to June, next is JD with drag-knife cutter, then KasparB on FPGA, then Tom G on oscilloscopes,​ then ...
 +      * Tidyness: RC: dislikes general mess in the space. DW: next scheduled work weekend not until May but would have to be before then. Also renovating floor paint - using quick-drying paint, one area at a time. 
 +      * Door lock: IAS: will contact landlord about replacing lock as previously discussed. RC: Also should look at putting a damper on the door to prevent it from injuring people!
  
  • botlab/agm_20170328.1490734105
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  • by dwyatt