2013-01-02 Minutes

Actions

See Action List

Roll Call

Board Members

• James Hayward
• David Hayward
• David Clarke
• Kate Bolin
• Dominic Morrow
• Matt Lloyd

This meeting was quorate

Members

• Lionel
• Matt L
• Craig
• Daniel
• Michael E
• Justin
• Gill
• Ian
• Andy C

Full Minutes

Time	Name	Minute
20:04	Nachimir	Nottinghack meeting about to begin, 02/01/2012. Roll call: James H, David H, David C, Lionel G, Matt L, Kate B, Dominic M, Craig P, Daniel S, Michael E, Matt Ll, Justin S, Gill Z, Ian, Andy C. No non-members. Jake H sends apologies.
20:04	Nachimir	Russell joins.
20:04	Nachimir	Actions update
20:04	Nachimir	1. Bank access for Matt Lloyd. Not done yet.
20:04	Nachimir	2. Liase with other hackspaces - in progress.
20:04	Nachimir	3. Festivus party: Done
20:06	Nachimir	(Mouse joins) 4. Obtain quote for cleaner - not done.
20:06	Nachimir	5. Pick up six crates of club mate from manchester.
20:06	Nachimir	Not done.
20:07	Nachimir	6. Draft expenses policy for board - done. Put on mailing list - not done.
20:07	Nachimir	7. Produce: This is hackspace video - cutaways still to do.
20:07	Nachimir	8. Get quotes for hackspace stickers - Kate and David C have got some. Don't know what they're looking for yet.
20:09	Nachimir	(Discussion of sticker sizes and types)
20:10	Nachimir	9. Cost new shelves for members room - not done.
20:11	Nachimir	Members room is now full, no more room for boxes. Matt Ll: Probably about £30.
20:11	Nachimir	10. Pay David C expenses for wood lathe
20:11	Nachimir	11. Talk to Wendy about wood lathe expenses. Both not done.
20:12	Nachimir	12. Email list regarding historic wood lathe pledges. Done
20:12	Nachimir	David C to update wiki.
20:12	Nachimir	13. Review pillar drill pledge and assess suitable options. Joe D on it.
20:12	Nachimir	14. Buy more ear defenders - not done.
20:13	Nachimir	15. Buy mask and filters for spray booth. Not done, but full face mask has been dropped off with booth. Just needs filters.
20:13	Nachimir	16. Guidance for new members - half done.
20:14	Nachimir	17. Buy initial stock of fixings and new parts drawer. Not completed, some prep done.
20:15	Nachimir	Radford road Maplin: Doing sets of drawers for electronic components. Told David to come back in the new year, called dibs on it.
20:15	Nachimir	Reminder for Russell - said would sort out canister for gas welding.
20:16	Nachimir	18. Prep documentation for young hackers and send to list - most of way there, about to post to list.
20:16	Nachimir	3. Financial update
20:16	Nachimir	No. Not ready.
20:16	Nachimir	4. Lone workers.
20:17	Nachimir	What if someone has an accident in the space? Might not be discovered quickly. Don't want to have crazy proscriptive lone worker policy like some schools and workshops, but we should have some ability. Thoughts?
20:17	Nachimir	Matt L: What's the difference between this and me working in my shed? Are we liable?
20:18	Nachimir	Russell: I think it's the other way around, it's more about enabling a lone worker to be safe.
20:19	Nachimir	Such as a push button for emergency calls.
20:21	Nachimir	Lionel: Like mountaineering, someone knows you've gone. Dominic: No, that's just common sense. We're talking about a button you might give to someone. James, David: Common sense guidance might be the place to start. Dominic: Is that enough? Michael E: Yes. If that's given and people ignore it,t hat's on them.
20:22	Nachimir	Dominic: Emergency response is a next step. Craig: At what point do we become responsible? If we offer a service and it doesn't work. Dominic: No, better to provide a thing rather than say "We didn't provide a thing because we were afraid it might fail".
20:24	Nachimir	Michael E: Because its such a broad area of discussion with so many things in there, should we get some broad consensus on a range of policies. Most extreme: Not allowed at all. Next: Some tools are not allowed. Next: Some kind of notification system "I am working on dangerous tool 1" and if not notified that work has ceased in three hours, calling EMS. "I'm working on this tool, expect me to call you back within an hour".
20:24	Nachimir	Dominic: There are people you can hire for those sort of notifications.
20:24	Nachimir	Michael: We could just have a policy that's under continual review, and notification systems can be worked on later.
20:25	Nachimir	Russell: Mentions push button alarms.
20:27	Nachimir	Vote between physical system and guidance: 5 for, 2 abstentions.
20:27	Nachimir	Matt L: Not for physical system, has seen them fail.
20:27	Nachimir	We've had no guidance at all so far.
20:28	Nachimir	Andy: People who want to ignore it can ignore it, people who want to use it can use it.
20:29	Nachimir	David H: Points to guidance, people work out what works for them (text wife, friend etc.)
20:29	Nachimir	James H: Costs £6 per month for a pendant device.
20:31	Nachimir	Small pendant mobile phone, can call up to three numbers, five minutes of free calls.
20:31	Nachimir	Gill: If it's made prominent, has a home in the space, people can crawl to it etc.
20:31	Nachimir	Various people point out a pendant would be bad to use with the lathe.
20:32		RicBriney joined the chat room.
20:32	Nachimir	Vote: About 2/3 for device. Dominic to research. (Action)
20:32	Nachimir	5. Hack the space
20:33	Nachimir	David C: This Sunday is hack the space day. Yet again I find myself occupied for most of the afternoon. Things to do: Major sort of donations pile. Sort back end of workshop so that it can be a more productive space. Will be here from 10:00 on Sunday morning.
20:33	Nachimir	David H: Is there a to do list? That way someone else could take charge for the afternoon. David C: Will print something up.
20:34	Nachimir	Kate: coming in to clean oven.
20:35	Nachimir	3. Financial update
20:35	LWK	Quick summary
20:35	LWK	Start bank balance: £3,563.17
20:35	LWK	Out: £2,172.31
20:35	LWK	In: £1,681.04
20:35	LWK	End: £3,071.90
20:35	LWK	Paypal Start: £43.76
20:35	LWK	Paypal End: £43.76
20:35	LWK	Cash Start balance: £405.58
20:35	LWK	Cash In: £??
20:35	LWK	Cash Out: £??
20:35	LWK	Cash End: £??
20:35	LWK	Members
20:35	LWK	Start: 135
20:35	LWK	New: 5
20:35	LWK	Ex: 3
20:35	LWK	End: 137
20:35	LWK	Average membership due: £12.61
20:35	LWK	[edit
20:36	LWK	In/out Breakdown
20:36	LWK	[edit
20:36	LWK	BizSpace: £ 1,226.74
20:36	LWK	Talk talk: £28.74
20:36	LWK	Insurance: £65.39
20:36	LWK	Loan: £208.33
20:36	LWK	Other: £643.11
20:36	LWK	[edit
20:36	LWK	Membership dues: £1,616.04
20:36	LWK	Petty Cash Deposits: £
20:36	LWK	Workshops: £
20:36	LWK	Donations: £
20:36	LWK	Events: £
20:36	LWK	Pledges: £65.00
20:38	Nachimir	(Mouse leaves, Michelle joins)
20:38	Nachimir	(James F joins)
20:38	Nachimir	Dominic: Discussion of member levels. Losing members; turnover healthy. Bigger we get, the more turnover there will be.
20:40		CongoJoe joined the chat room.
20:40	Nachimir	6. Donations: David C. Lots of junk "donated", old computers that are cluttering up donations pile, box room.
20:40	Nachimir	David H: Do people actually use stuff from donations? Everyone: Yes.
20:40	Nachimir	James: Sorting donations should be a regular hack the space to do.
20:41	Nachimir	Dominic: Would like to get it down to the two boxes, and one will be thrown every month.
20:41	Nachimir	7. Snackspace
20:42	Nachimir	David C: How do we as a group want to see snackspace work? Restocking is too erratic at the moment.
20:42	Nachimir	Dominic: Until recently, I was doing it every fortnight. I stopped doing it when I was told to stop buying stuff.
20:42	Nachimir	Dominic: Partly, I just don't like going out in the cold
20:43	Nachimir	Dominic: I agree to do it before next Wednesday, and possibly regularly.
20:43	Nachimir	James H: Was thinking about this earlier. Getting to point where we're spending £150 - £200 every couple of weeks. Quite a lot, maybe it's time we started spending more money each run to get more stock?
20:44	Nachimir	(cont.) Happy to go with Dominic and get more stuff together.
20:45	Nachimir	Dominic: Until recently, we were using just the proceed from hackspace, I mean Snackspace, to fund hackspace, er, snackspace.
20:45	Nachimir	David: I'm going to minute that verbatim.
20:45	ral
20:46	Nachimir	Dominic: Then we started using petty cash too. We need a better system.
20:47	Nachimir	Michelle: If you do go to buy a month's worth in one go, where are you going to keep it? James: We already store two weeks of stuff under the kitchen cabinet. Michelle: Would a month's worth fit? James: Can would, might have a problem with snacks. Dominic: We have plans to redo the kitchen anyway. James, Kate: Plenty of space to store stuff.
20:51	Nachimir	8. Hackspace loan repayments.
20:53	Nachimir	David H: An anoymous hackspace member offered us an interest free loan to pay surprise Bizspace bill last May. Given we've built up a surplus, it seems reasonable to pay that back at a higher rate than we've been doing. I know that member would appreciate it being paid back faster too.
20:54	Nachimir	People suggest paying it off in four installments. Dominic: We potentially have more costs coming up. Action: Matt Lloyd to run numbers. General agreement from members.
20:54	Nachimir	9. CNC machine
20:55	Nachimir	Currently on loan from Ashfaq. Intends to sell it, and asked what it's worth to the hackspace.
20:56	Nachimir	James: How much is it worth to us?
20:56	Nachimir	Dominic: I think the machine is worth £400. With spindle: £600.
20:57	Nachimir	Kate: I think we could easily run a two day CAD/milling workshop that would pay for the spindle.
20:57	Nachimir	Matt Little: I think £400 is a reasonable offer.
20:57		CongoJoe left the chat room. (Remote host closed the connection)
20:58		CongoJoe joined the chat room.
20:59	Nachimir	David and Matt L: Could we do pledges and match funding? (General assent)
21:00	Nachimir	James H: Asks David to talk to Ash (Action: Yes).
21:01	Nachimir	10. Company Memberships.
21:03	Nachimir	Firstly, a few members pay from companies.could they get receipts? Secondly, larger companies want to pay for group memberships, i.e. Matt Trivett's suggestion of Broadway paying for memberships for visiting artists.
21:04	Nachimir	Matt Ll: Receipts not VAT, but doable.
21:04	Nachimir	James: Problem of us putting a specific value on membership.
21:04	Nachimir	Dominic: I think we can put a value on a corporate membership card, with a named person using it for a month.
21:06	Nachimir	James H: Action, David H and Dominic to draft corporate guidance.
21:07	Nachimir	Kate: We do it on a company by company basis.
21:07	Nachimir	Dominic: Suggest we do it with Broadway for a year on a trial basis.
21:08	Nachimir	Matt L: Suggest we go back to broadway and ask "What do you think it's worth?", James F: As long as Broadway are involved in negotiation, then it's not us setting a elvel.
21:08	Nachimir	Dominic: Yes, but probably some value for a company in effectively having a price list.
21:09	Nachimir	We need to look at ways to approach these things.
21:09	Nachimir	11. Knitting machine
21:10	Nachimir	Dominic: We have three knitting machines in various states of repair. Friend of Marcus, Matt and I works with sewing machines and a chap who fixes them. Would like to hire him in to look at repairing them.
21:10	Nachimir	Kate: Think only one is broken, two are serviceable. Problem is that Gee can only come here every once in a while.
21:11	Nachimir	Dominic: think we should have machines all serviced and put an ad out to get someone in to do a demonstration for us.
21:11	Nachimir	James: So are you proposing to do it, or get a quote? Dominic: Get a quote.
21:11	Nachimir	Kate: Can do better than ad in paper.
21:12	Nachimir	Dominic: Want to go out and find people to bring activities in here that we're lacking. Pay people to do it.
21:12	Nachimir	Kate: Problem is that most local groups aren't willing to do it outside of their own place.
21:13	Nachimir	(Marcus joins).
21:13	Nachimir	James: I think servicing the most important thing at this time.
21:13	Nachimir	Action: Dominic to get quote.
21:13	Nachimir	(Marcus leaves)
21:13	Nachimir	12. A.O.B.
21:13	Nachimir	(Marcus joins).
21:14	Nachimir	David C: What information to we have about members? Relates to clearing up the workshop, abandoned projects, etc.
21:15	CongoJoe	Dont know if IRC people can join in bt
21:15	CongoJoe	But can I ask about the Pilar drill?
21:15	Nachimir	Contacted member, via email on mailing list, regarding something he thought was an abandoned hack. Reply, three weeks later: Uh, yes. Probably not going to do it, but have another idea. If not back to it by January, please use. But also said email was out of date.
21:16	CongoJoe	If there are no other suggestions are the board happy for me to order it at the end of the week and settle up when I'm back?
21:17	Nachimir	David C: What system do we have for making sure member details are up to date?
21:17	Nachimir	Dominic: Issue is more that we need to make sure of a hack is left for too long, it can be trashed without asking.
21:18	Nachimir	Time approaching where space is going to be more limited. Do Not Hack system is going to have to be fair, but tougher. Action: Dominic to post new guidance and get feedback on mailing list.
21:19	markphelan	Is a hack log going to be too difficult to manage/maintain? ie register when a project is started/first stored and keep updated with progress and email the owner after a certain time to warn them it may be scrapped?
21:19	Nachimir	AOB: Joe D asks: Are we happy for him to et the pillar drill? Answer: Yes.
21:19	CongoJoe	Sweet, cheers
21:19	Nachimir	Matt L: Actions: Could workshops 2013 go on the front page of the wiki?
21:20	Nachimir	Mark: Probably best to raise that in the mailing list thread Dominic starts.
21:20		DPSLWk__ joined the chat room.
21:21	Nachimir	Michael E: Could I get board approval for Festivus beer? I paid for it, got some pledges. Vote: Yes.
21:21	Nachimir	Marcus: Keeping up to date with stuff. Have been struggling to do recently.
21:23	Nachimir	Attempt to start wiki page called "significant recent changes", I can't keep up and am massively busy. Would like help with it. James: post about it on list. More than happy to run another "How to use the wiki" workshop. Dominic: Probably a good job for a new member that wants to be more involved.
21:24		LWK_win_ left the chat room. (Ping timeout: 260 seconds)
21:26	Nachimir	Suggestion from Marcus and James: Space account, allowing anonymous editing of wiki from within the space (general agreement that it's a good idea).
21:27	Nachimir	James H: Next Nottingham Hackspace AGM will be Thursday the 23rd of May. Board members standing down will be David H, James H, Matt Ll. All can stand for reelection if they want. Returning officer will be selected two months before AGM.
21:27	Nachimir	Meeting adjourned.