2012-07-04 Minutes

These are historical, actions have not been extracted into the Wiki

Roll Call

Board Members

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

This meeting was quorate

Members

• Justin
• Trixie
• Daniel
• Gill

Full Minutes

Time	Name	Minute
20:10:19	KateMonkey	I am taking minutes! Because I am the kind of person who can!
20:12:33	KateMonkey	Members in attendance:
20:12:35	KateMonkey	Kate
20:12:38	KateMonkey	Jake
20:12:41	KateMonkey	Dominic
20:12:43	KateMonkey	Matt
20:12:46	KateMonkey	James
20:12:48	KateMonkey	David Clarke
20:12:57	KateMonkey	Non-Board Members:
20:12:58	KateMonkey	Justin
20:13:08	KateMonkey	Trixie
20:13:10	KateMonkey	daniel
20:13:11	KateMonkey	Gillian
20:13:19	KateMonkey	Actions update:
20:13:35	KateMonkey	Marcus still has an open item to up membership
20:13:44	KateMonkey	Declared a victory and pointed towards Kate
20:14:01	KateMonkey	Tony was going to set up the spray booth.
20:14:17	KateMonkey	Switched to Max, who is making progress
20:14:24	KateMonkey	Debate over whether or not to have the potter's wheel in the spray booth
20:14:34	KateMonkey	Dominic is against it because it would take up too much space.
20:14:47	KateMonkey	James is for it because it can fit in the corner
20:15:04	KateMonkey	Dominic would like to see plans. James says it's massive and would fit.
20:15:28	KateMonkey	Dominic is outvoted 3 to 1
20:16:09	KateMonkey	Debate on how messy the potter's wheel is going to be.
20:17:05	KateMonkey	Dominic still thinks it will use too much space, and wants the spray booth to be used just for spraying.
20:17:35	KateMonkey	James - Add historical minutes to the wiki - in progress
20:17:47	KateMonkey	Pat - Area for leaving projects for a few days - nothing done.
20:18:04	KateMonkey	Matt Lloyd - Door lock - came in today, going to be fitted on friday.
20:18:21		ChickenGrylls (5c1b07ad@gateway/web/freenode/ip.92.27.7.173) joined the channel.
20:18:23	KateMonkey	David Clarke: Tools & Equipment
20:18:33	KateMonkey	David's updated tools we have and tools we would like
20:18:40	KateMonkey	Listed on the wiki and in the google group
20:18:54	KateMonkey	Prices and info needed
20:19:05	KateMonkey	and an idea/policy for moving forwards
20:19:15	KateMonkey	i.e. do we buy when we can afford it (the big and shiny things)
20:19:27	KateMonkey	or do we replace existing items for better things
20:19:32	KateMonkey	More input is needed
20:20:21	KateMonkey	Dominic is suggesting coming up with ideal circumstances for particular areas (i.e. the best woodworking area, etc.)
20:20:30		kimjonggill (5c1b07ad@gateway/web/freenode/ip.92.27.7.173) joined the channel.
20:20:58	KateMonkey	List out Barbie's Dream Workspace, then price it out, then have months and periods where we fundraise/shop for that place.
20:22:41	KateMonkey	David: Special offers and bargains is something that should be taken care of - do we need things or are we buying them just because they're on sale?
20:23:58	KateMonkey	We should buy better tools, not cheaper tools - time to stop buying the Lidl discounts and, instead, buy the high quality stuff.
20:25:03	KateMonkey	David will organise this project on the list.
20:26:14	KateMonkey	Debate about the flypress that has been offered. Dominic wonders about the lack of space and big things coming in.
20:27:35	KateMonkey	David points out that we need more blue end-frames for the shelving
20:28:06	KateMonkey	Dominic suggested a place near Shipton's Brewery, but it is now closed.
20:28:29	KateMonkey	Dominic then suggests getting new shelving possibly - for better spacing and organisation.
20:28:47	KateMonkey	Part of the Barbie's Dream Workspace concept, then.
20:28:57	KateMonkey	Donations:
20:29:14	KateMonkey	Jake did some great work on the two-box system, but now it's a little more complicated
20:29:17	KateMonkey	And it's missing discipline
20:29:23	KateMonkey	(Dominic is saying all this)
20:29:45	KateMonkey	The original premise of the two-box system was clearing out the boxes every other month on an alternating basis.
20:30:13	KateMonkey	And needs people to be empowered for people to throw things away - they should and *could* throw them all away
20:30:42	KateMonkey	David Clarke and Dominic suggest using actual months on the boxes
20:30:54	KateMonkey	1. Boxes listed as July or August (respectively)
20:31:02	KateMonkey	2. You put items into this month's box or next month's box.
20:31:17	KateMonkey	3. If you want things, you take things away.
20:31:32	KateMonkey	4. End of the month, everyone can throw it away.
20:32:10	KateMonkey	James asked about WEEE disposal. David points out that he carries things in his tiny car, so it's all residential and doesn't get charged.
20:32:48	KateMonkey	Dominic suggests we move away from Jake's system of Working/Not-Working/Parts, due to being too complicated and needing work done.
20:34:10	KateMonkey	Jake says that the not-working/working needs to be listed, because it should be pointed out, and Dominic points out that people aren't following the rules right now, so as best practice, people should 'Red X' non-working items.
20:34:33	KateMonkey	Dominic would like David Clarke to take charge, since he bins things nicely.
20:34:48	KateMonkey	David says that all existing stuff in there will be binned end of July.
20:35:07	KateMonkey	Dominic will write the details to the list.
20:35:30	KateMonkey	Explaining how it's going to go and how it's going to be.
20:35:57	KateMonkey	National Events Planning: Nottinghack Inclusion
20:36:23	KateMonkey	Dominic suggests that we shouldn't go to all the mini maker faires next year
20:36:47	KateMonkey	Finite number of people, finite number of projects, let's do less and give big bangs for certain ones.
20:37:46	KateMonkey	Local maker faires for local people
20:37:59	KateMonkey	Derby and National always
20:38:28	KateMonkey	Also hit the local events
20:39:20	KateMonkey	Looking at more local events with more people and more projects available.
20:39:26	KateMonkey	Think more of recruitment and community.
20:39:59	KateMonkey	List of events, plan it more over the winter, get it all together and cover some of the costs and info.
20:40:08	KateMonkey	Action carried towards winter board meeting
20:42:05	KateMonkey	action Kate: Talk to Stonebridge City Farm about having a booth at their open day and just giving out flyers and things
20:43:25	KateMonkey	Set up a meeting with three directors here and them about partnerships and events and whatnot
20:44:06	KateMonkey	EMFCamp:
20:44:57	KateMonkey	Dominic thinks that EMFCamp will become as big of a hack event as CCC in Europe.
20:45:08	KateMonkey	Right now, Nottingham Hackspace is going to have a fairly small presence.
20:45:17	KateMonkey	And that's a shame for a large hackspace.
20:46:00	KateMonkey	And now Dominic is suggesting the Hackspace subsidises tickets for two members to also attend.
20:46:23	KateMonkey	Board is exempt from winning these tickets
20:46:31	KateMonkey	We need a way for people to show that they're interested in it.
20:46:54	KateMonkey	Jake thinks that if members actively do something to win, you might not get any interest, and then it's a question about judging.
20:47:00	KateMonkey	Jake suggests prize draw is the best option.
20:47:23	KateMonkey	James says that we're legally allowed to do this
20:47:50	KateMonkey	Dominic lays out the concept of EMFCamp - like a music festival, but for hackers and nerds and other delightful people.
20:48:06	KateMonkey	About 500 hackers in fields with talks and workshops and villages
20:48:51	KateMonkey	Justin suggests maybe a competition with a prize draw. A fairly easy competition with the end result being drawn out of a hat
20:49:11	KateMonkey	Dominic worries that any sort of competition will put people off.
20:50:12	KateMonkey	Dominic says that only people who want to go will get into the competition.
20:50:46	KateMonkey	We're not going to magic them there, we're just helping people to go.
20:52:07	KateMonkey	Action Dominic: Pre-order two tickets, £60 expenditure to reserve the tickets
20:52:17	KateMonkey	Get positive about the Nottinghack Village
20:53:01	KateMonkey	James wants us to be The Hackspace at EMFCamp
20:54:00	KateMonkey	Everyone agrees
20:54:05	KateMonkey	Matt: Financial Update:
20:54:09	LWK_mac	Quick summary
20:54:09	LWK_mac	Start bank balance: £2286.48
20:54:09	LWK_mac	Out: £4,557.19
20:54:09	LWK_mac	In: £4,770.08
20:54:09	LWK_mac	End: £2,499.37
20:54:09	LWK_mac	Paypal Start: £57.76
20:54:09	LWK_mac	Paypal End: £57.76
20:54:09	LWK_mac	Cash Start balance: £249.32
20:54:09	LWK_mac	Cash In: £836.37
20:54:09	LWK_mac	Cash Out: £908.36
20:54:09	LWK_mac	Cash End: £177.33
20:54:09	LWK_mac	[edit]Members
20:54:09	LWK_mac	Start: 87
20:54:09	LWK_mac	New: 10
20:54:09	LWK_mac	Ex: 1
20:54:09	LWK_mac	End: 96
20:54:09	LWK_mac	Average membership due: £13.54
20:54:09	LWK_mac	[edit]In/out Breakdown
20:54:09	LWK_mac	[edit]Outgoings
20:54:09	LWK_mac	BizSpace: £ 4,117.66
20:54:09	LWK_mac	Talk talk: £28.74
20:54:09	LWK_mac	Insurance: £65.39
20:54:09	LWK_mac	Other: £410.79
20:54:09	LWK_mac	[edit]Income
20:54:09	LWK_mac	Membership dues: £1,189.28
20:54:09	LWK_mac	Petty Cash Deposits: £611.00
20:54:09	LWK_mac	Workshops: £275.80
20:54:09	LWK_mac	Donations: £2,500.00
20:54:09	LWK_mac	Events: £
20:54:09	LWK_mac	Pledges: £194.00
20:55:44	KateMonkey	Dominic explains that BizSpace sent us a large bill because they were not billing us properly.
20:56:00	KateMonkey	So Dominic attempted to arrange a billing agreement.
20:56:19	KateMonkey	An anonymous donor offered the space an interest-free loan, which will be paid over 12 months
20:56:46	KateMonkey	We are now paying £208 each month as part of the outgoing expenses, it's just going to the donor, rather than BizSpace.
20:57:06	KateMonkey	The May/June BizSpace bill is the corrected amount.
20:57:35	KateMonkey	Over £1000 cash has been turned over in the past month.
20:58:10	KateMonkey	Membership up by 10 this month alone.
20:59:34	KateMonkey	About 111 members will cover expenses.
21:00:23	KateMonkey	Dominic points out that London Hackspace sends out emails saying that the average membership is ___ and the lowest is ___ and guilt-trips them into donating more.
21:01:19	KateMonkey	Action Kate: Add that sort of information to the newsletter on a bimonthly basis. (first of the month)
21:01:41	KateMonkey	Action James: Update cost of hacking infographic
21:02:06	KateMonkey	Justin suggests two-stage membership. Everyone worries about that and says no.
21:04:43	KateMonkey	Matt says we need to sort out access to the bank account so that more board members can access it.
21:05:07	KateMonkey	Originally set up as a social/group account, but we'll have to switch to a Ltd account.
21:05:45	KateMonkey	It would mean that we'll have to open a new account, and then switch over all the standing orders.
21:06:07	KateMonkey	This needs to be worked out with NatWest
21:06:26	KateMonkey	Switching over the standing orders would also mean that all members would have appropriately individual references to make membership marking easier.
21:07:47	KateMonkey	Newsletter:
21:08:15	KateMonkey	Dominic suggests that rather than weekly, it's weekly or less
21:08:24	KateMonkey	Jake will make a poster.
21:09:01	KateMonkey	With all the events and any big news
21:12:22	KateMonkey	AOB:
21:12:47	KateMonkey	Dominic wants the board meeting in the blue room
21:12:54	KateMonkey	Not very inviting to people
21:13:02	KateMonkey	Plus the stomp party upstairs
21:14:35		ChickenGrylls (5c1b07ad@gateway/web/freenode/ip.92.27.7.173) left IRC. (Ping timeout: 245 seconds)
21:15:08	KateMonkey	Justin asks about joint membership and hangers-on
21:15:19	KateMonkey	Debate about whether or not we tell people to have individual memberships or not.
21:15:59	KateMonkey	Nobody thinks it's an issue, and then we move on. Justin just thinks that, financially, it's not as fair as it could be.
21:16:18	KateMonkey	Jake says it fits into the "pay what you feel is right" sort of thing, and that's it's all good.
21:17:04	KateMonkey	Dominic points out that the only problem is one RFID card swapped between people
21:18:22	KateMonkey	Meeting over.
21:18:23	kimjonggill	Say goodbye Kate