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botlab:openmeeting_20150325 [2015/03/29 15:18]
dwyatt [Points discussed]
botlab:openmeeting_20150325 [2015/03/29 16:08]
dwyatt [Points discussed]
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   - Apologies: Erica B, Mark P   - Apologies: Erica B, Mark P
   - Points from last meeting:   - Points from last meeting:
-    * Fire cover: landlord is happy for us to provide our own additional fire safety precautions above the building's fire alarm system, but we must take responsibility for it and arrange for our own training in how to use it. JW has obtained quote for £200 for 2 CO2 & 2 foam extinguishers, £42/yr for 4 years for maintenance from [http://stafffiretraining.co.uk/ 1st Attendance Ltd.] DW: how should we decide about expediture to meet H&S/statutory requirements? MV: discuss/vote as committee outside this meeting. RC/MH: Get in touch with local fire brigade for advice? JW: actually fire brigade tend not to support individual fire-fighting. Voted to defer this to committee meeting - close to unanimous. +    * Fire cover: landlord is happy for us to provide our own additional fire safety precautions above the building's fire alarm system, but we must take responsibility for it and arrange for our own training in how to use it. JW has obtained quote for £200 for 2 CO2 & 2 foam extinguishers, £42/yr for 4 years for maintenance from [[http://stafffiretraining.co.uk/|1st Attendance Ltd.]] DW: how should we decide about expediture to meet H&S/statutory requirements? MV: discuss/vote as committee outside this meeting. RC/MH: Get in touch with local fire brigade for advice? JW: actually fire brigade tend not to support individual fire-fighting. Voted to defer this to committee meeting - close to unanimous. 
-    * New mains sockets in G10: landlord happy for us to do this in a similar fashion to the ones in G11, i.e. we should plan what we need and & get a quote from [bv_studios_approved_contractors|an approved contractor] - TS is working on producing a design for this+    * New mains sockets in G10: landlord happy for us to do this in a similar fashion to the ones in G11, i.e. we should plan what we need and & get a quote from [[bv_studios_approved_contractors|an approved contractor]] - TS is working on producing a design for this
     * Wired broadband: not allowed at the moment     * Wired broadband: not allowed at the moment
-    * [http://bristol.hackspace.org.uk/events/ Monthly workshop series]: going well, 3rd one upcoming & is sold out+    * [[http://bristol.hackspace.org.uk/events/|Monthly workshop series]]: going well, 3rd one upcoming & is sold out
     * Buying nuts & bolts: MV hasn't done yet, will do so soon     * Buying nuts & bolts: MV hasn't done yet, will do so soon
   - Laser cutter:   - Laser cutter:
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     * TG: analogy with gliding club's purchase of hangar - people paid upfront for a space in the hangar, £10k for 20yrs - could then sell on the space in the hangar if they left, at a fixed price that was pro-rated by the fraction of the 20yrs left remaining     * TG: analogy with gliding club's purchase of hangar - people paid upfront for a space in the hangar, £10k for 20yrs - could then sell on the space in the hangar if they left, at a fixed price that was pro-rated by the fraction of the 20yrs left remaining
     * MT: don't be exclusive - don't have any loans, only buy the laser cutter if the hackspace can afford it, supplemented by donations/pledges     * MT: don't be exclusive - don't have any loans, only buy the laser cutter if the hackspace can afford it, supplemented by donations/pledges
-    * JD: set a value, say £50, and invite pure no-strings-attached donations of that amount to try to raise funds - could give benefits e.g. prioprity tuition: DH  +    * JD: set a value, say £50, and invite pure no-strings-attached donations of that amount to try to raise funds - DH: could give benefits e.g. priority on tuition 
-    * Reserve amount: DW reported current bank situation, people discussed whether 1yr or 6months appropriate -  +    * Amount to keep in reserve in bank account: DW reported current bank situation. People discussed whether 1yr or 6months reserve is appropriate. DW: could scale back our rental if necessary given that we aren't tied into a contract with BV Studios. 
-    * ? +    * MT: issues committee need to decide: how much to keep in free cash, whether to take on loans - worst case scenario: space burns flat to the ground, we have nothing, starting from scratch - yes we might have fewer rental expenses, but equally we might lose members rapidly if we didn't have anything to offer them.  
-    * MT: issues committee need to decide: how much to keep in free cash, whether to take on loans - worst case scenario: space burns flat to the ground, we have nothing, starting from scratch -  +    * MV: **Action:** come up with proposal for amount of reserve, run pass membership and discuss at next committee meeting. But in general we still need a model for buying large eqpt. 
-    * MV: come up with proposal for amount of reserve, run pass membership and discuss with next cttee mtg. But in general we still need a model for buying large eqpt. +    * JW: uncomfortable with people giving lots of money and not getting anything in return - perhaps have donations up to a certain amount but anything above that gets you a number of hourse 
-    * JW: uncomfortable with people giving lots of money and not getting anything else - perhaps  +    * ER: We're all trustworthy => don't need to centrally administer usage, use trust-based system - contentious, people preferred some accountability.
-    * ER: use trust-based system - contentious, +
     * TG: concerned about mixing CAPEX & OPEX     * TG: concerned about mixing CAPEX & OPEX
     * JD: what is a large purchase? what's the threshold? above £200?      * JD: what is a large purchase? what's the threshold? above £200? 
-    * RC: Lauren was happy with the idea of getting rid of her machine - she could sell it and contribute the money in some way to our buying a new machine. Amount? originally cost £30k, new lasers cost £5k =>  +    * RC: Lauren was happy with the idea of getting rid of her machine - she could sell it and contribute the money in some way to our buying a new machine. Amount in question? originally cost £30k, new lasers for it cost £5k => probably £thousands. NM: she was only interested in ccontributing to the new one if it would be A0 
-    * MV: how do we decide how much of hackspace funds are contributed to it? NM: deicde what we want to buy, find how much money we can raise, hackspace has to fund the remainder? +    * MV: how do we decide how much of hackspace funds are contributed to it? NM: decide what we want to buy collectively, find how much money we can raise, hackspace has to fund the remainder? 
-    * RD: move forward from having a working machine get a maintenance contract on the current one+    * RD: given that we have a working machine, could we get a maintenance contract on it
-    * MH: <£80 is petty cash? JW: £500 for reserve for small purchases? NM: £1000; put remainder into "pot" for large purchases; if we want to buy something, put up a proposal &  +    * Individual purchase thresholds: MH: <£80 is petty cash? JW: £500 reserve kept for small purchases? NM: £1000; put remainder into "pot" for large purchases; if we want to buy something, put up a proposal & use money in the large-purchases fund 
-    * RC: current usage rates of laser cutter? Lauren has a logbook but uncollated - no data on it as yet +    * RC: current usage rates of laser cutter? Lauren has a logbook but uncollated - no data on it as yet. If we wanted to, we could. 
-    * NM: if current machine broke, how many people would want the space to buy a replacement of some sort? ~10 - TG: How many people want an equivalent machine to the current one? +    * NM: if current machine broke irreparably, how many people would want the space to buy a replacement of some sort? ~10 - TG: How many people would want an equivalent machine to the current one? ~5 
-    * MH: What fraction of current membership use tool? MV: most used tool, many people anecdotally  - JE: regards laser as a basic tool for a hackspace, so not worth discussing if we should have one +    * MH: What fraction of current membership use the laser cutter? MV: most used piece of equipmentanecdotally many people use it - RC: often on a Thursday people will come along with a design and ask him to cut it for them if they aren't inducted - JE: regards laser as a basic tool for a hackspace, so not worth discussing whether we should have one 
-    * How do we decide? survey is a good tool +    * How do we decide what sort of cutter to get/how many people would use it? survey is a good tool 
-    * NM offers to put in difference to fund size upgrade from smaller to larger if it got to A0 +    * NM: if the space agreed we should get a smaller cutter and could fund it, he is prepared (within reason) to top up funding to upgrade to A0 size 
-    * Discussion on size of laser cutter - having a larger size is beneficial, can we get  +    * Discussion on size of laser cutter - having a larger size is beneficial, can we get one with feed-through so we can cut large panels in small sections? 
-    * MV: process againinterested parties put together a proposalpitch it to committee - if they agree, then it'pitched to the membership to raise pledges for the money with a time limit +    * MV: proposed process for large item purchase(**Action:** will write up and circulate. UPDATE: [[:large_proposal_process|draft available]]) 
-    * MT: develop analogy with Kickstarter further - have stretch goals in the proposal so proposal can adapt to money available +      * Interested parties put together a proposal 
-    * NM: he elicited feedback from forum on HPC and JustAddSharks, or lasersaur ?TUG have just made a post on 7months after  +      * They pitch it to committee 
-    * DH: could get feedback from London on A0 JAS cutter, ST has contacts in other hackspaces e.g. Cambs to get +      * If committee agree that it's financially viable, then it'put to the membership to raise pledges for the money with a time limit 
-    * KB: informal vote on how much to keep - reduce reserve to 6months rent? ~5people vote to reduce to 6months, ~3people (including treasurer - DW) vote *not* to - treasurer suggests 6months rent + an amount +    * MT: develop analogy with Kickstarter further - have stretch goals in the proposal so proposal can adapt to money available - e.g. upgrading to larger size laser cutter 
-    * ? How much would Lauren sell us that laser for? NM: Lauren mumbled £10k +    * NM: he elicited feedback from forum on which sort of laser cutter to get, consensus was HPC or JustAddSharks, or DIY Lasersaur MTTOG have just made [[http://www.tog.ie/2015/03/tog-laser-is-alive/|blog post about 7 months after finishing their lasersaur build]] 
-    * NM not prepared to put in work to generate proposal for less than A0 +    * DH: could get feedback from London on A0 JustAddSharks cutter, ST has contacts in other hackspaces e.g. Cambs to get further feedback on different models 
-    * How much for a single-item limit for this kickstarter process? say £300? +    * KB: informal vote on how much to keep in reserve - reduce reserve to 6months rent? ~5people vote to reduce to 6months, ~3people (including treasurer - DW) vote *not* to - DW: 12 months rent is perhaps excessive reserve, but would prefer >6 months rent e.g. 6 months £2000 
-    * MT: [[http://bristol.hackspace.org.uk/wiki/doku.php?id=disaster_preparedness|Disaster recovery plan]] for HS? Draft now on the wiki for comment. +    * ?How much would Lauren sell us that laser for? NM: Lauren mumbled £10k 
-    * JT: Using assets as part of reserves? can't do this unless we have insurance +    * NM: is not interested in preparing a proposal if we end up with less than an A0 cutter 
-    * MT: Note that fundraising for such a purchase would be a good recruitment drive opportunity - do we do  +    * How much should be the limit for what can be bought through the 5+3 supporters process, and the threshold for the more formal process? say £300? 
-    * TG: need to have  +    * MT: Do we need a [[http://bristol.hackspace.org.uk/wiki/doku.php?id=disaster_preparedness|disaster recovery plan]] for the space, partly to try to analyse how much reserve it is appropriate to keepUPDATE: Draft now on the wiki for comment. 
- +    * JT: Can we count assets as part of the reserves, in the sense that we could liquidate them to raise money? can't do this unless we have appropriate insurance, otherwise if the space burns down then we don't have any assets! And at the moment we don't have contents insurance. 
-Actions?: +    * MT: Note that fundraising for such a purchase would be a good opportunity for a recruitment drive opportunity 
-  define purchasing policy +    * Summary of actions for committee around lasercutter purchase 
-  - reserves to keep in bank account+       Define purchasing policy 
 +       Define reserves to keep in bank account 
 +       - Define process for agreeing large purchases
  
    
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