AGM 2025

The 2025 Nottingham Hackspace Annual General Meeting will be held at 8pm on Tuesday the 2nd of December 2025 at The Carousel in Hockley.

What is an AGM?

An Annual General Meeting is an opportunity to catchup on what’s been happening over the past year, give a financial update, and provide an opportunity for members to submit items to the agenda for voting and discussion. Our constitution requires us to host an AGM each year, and requires a certain number of members to be present in order for the meeting to begin. Quorum

Our required quorum for the meeting is very high this year - while it may change slightly up until the date of the meeting, the current quorum needed is 72. This value is based on whether you’ve used the space in the last six months and your “Voting Status” on HMS.

As per section 1.129 of our Articles of Association, if we do not have a total representation of a quorate amount of members (present and proxy voters) then we will not be able to conduct any business and will have to rearrange the AGM for another time. We want to ensure this does not happen so please make your best effort to attend, or nominate a proxy. Nominating a Proxy

If you cannot attend the AGM in person, or don’t want to, please take five minutes to arrange a proxy. This can be done from the “Designate a Proxy” page on HMS. The process is simple - copy the link from that page and send it to another member who is planning to attend. You may want to arrange this by Discord, but if you’re stuck, you can send it to the trustees. If the agenda contains any items to vote on, you must inform your proxy of how you’d like to vote prior to the meeting.

Agenda

See 2025-12-02 AGM Agenda

The agenda item submission process will be run the same as last year to allow discussions of items before finalising for an agenda where items cannot be altered. You can submit one or more agenda items to trustees@nottinghack.org.uk until midnight on the 17th of November. It is required that anyone submitting an item has the submission fleshed out enough to be able to present it during the AGM. It will also be documented on the Wiki with accompanying paragraph(s) to describe what the agenda item is intended to do, so that all can understand before the AGM what is being voted on.

Following the closure of the call for items, the Trustees will publish a draft of agenda items on the Wiki to allow for discussions of the items on Discord. This discussion period will be until midnight on the 23rd of November. The Trustees want to solicit feedback during this period before an Agenda is finalised. Items can be rewritten in this time with agreement of the submitter. As usual the trustees then make a decision on agenda items being categorised as AGM, Members Meeting or Unsuitable. A Zoom meeting during this time period may be arranged to discuss some of these items if deemed necessary.

The final agenda will be sent out on the 25th of November (7 days in advance of the AGM date) after which no changes to agenda items (including during the AGM itself) will be allowed. Items generally will be done on an “Aye”, “Nay” and “Abstain” vote. Discussion of the agenda items will depend on how many are submitted - please try and get all discussion done in the preceding discussion period however.

How To Change Your Voting Status

• Log on to the Hackspace Management System (HMS)
• Click the HOME button
• Click the green eye next to voting status to change to
  • Voting - You wish to be always counted as a voting member
  • Non-voting - You wish to be always counted as a non-voting member
  • Automatic - You wish HMS to manage this based on your RFID activity

If you mark yourself as Voting member and cannot attend, consider nominating a Proxy on HMS via. "Designate a Proxy"

The Venue

For the third year in a row, The Carousel will be hosting us for our AGM this year. Doors will open at 7pm so you can get a drink, chat and get settled before the meeting, which will start at 8pm. The Carousel is a short walk from the hackspace and offers a cosy, social atmosphere. Tea and coffee is included, and the bar will also be open. The Carousel can only host 45 people, please book using our Eventbrite event. It would be great to see as many of you in person as possible!

The Carousel, 25 Hockley, Nottingham, NG1 1FH

To ensure as many people can attend as possible, the AGM will also be available via Zoom. The link for this will be emailed out prior to the meeting. Attendees via Zoom will not contribute to the quorum unless a proxy has been nominated who is attending in-person.