This page shall list the agenda for the next general meeting. It will be forked and purged of content each time a meeting has been held.
The next meeting is scheduled for: 21/03/2015, 14:00, at So Make It
Chairperson: Benjie Gillam
Secretary: Jem Gillam
Treasurer: Chris Smith
- Welcome and overview of the last year, Benjie Gillam
- Reaffirm current trustees
- Approve new trustees
- Paul Davies stands as a trustee. Proposed by Chris Smith, seconded by Alistair Brugsch
- Dave Rowntree stands as a trustee. Proposed by Benjie Gillam, seconded by James Bruton
- Approve the accounts
- Accounts summary for last year
- Overview of the current accounts
- Proposal: Changes to So Make It Ltd's constitution to enable a non-paying "member" to be converted to a "friend". Proposed by Chris Smith, seconded by Bracken Dawson
- Proposal: Change our rule on U18s, to include 16 & 17 year olds in the makerspace.
- Proposal: Empty Desk policy.
- A) Proposed by Chris Smith, seconded by Dave Rowntree
- B) Amendment to include a lost property box. Proposed by Benjie Gillam, seconded by James Bruton
- Proposal: Modification to our junk shelf policy
- A) Proposal for modifications to the Junk Shelf rules to mark each item with the date of arrival
- B) Proposal for simple modifications to the Junk Shelf rules
- Proposal: Implement a policy on taking on big projects from external groups or non-members.
- A) Proposal A. Proposed by Chris Smith, seconded by TBC
- B) Proposal B. Proposed by Benjie Gillam, seconded by TBC
- Review of 3D printing charges
- Any other business
- SHORT lecture on Health & Safety
- SHORT talk on members stepping up to help
- End of AGM
- Q&A with the trustees
Change our charter to allow us to remove non-paying members
Currently my proposal is now modifying our constitution to add this clause as 22.2.4 (based on the model articles for a CIC/CLG Item 28.2.3 with some modification by us)
- At a meeting of the Directors at which at least half of the Directors are present, a resolution is passed resolving that the member be expelled on the ground that his or her continued membership is harmful to or is likely to become harmful to the interests of the Company or if any subscription or other sum payable by the member to the Company remains unpaid 28 days after the due date. Such a resolution may not be passed unless the member has been given at least 14 Clear Days’ notice that the resolution is to be proposed, specifying the circumstances alleged to justify expulsion, and has been afforded a reasonable opportunity of being heard by or of making written representations to the Directors. A member expelled by such a resolution will nevertheless remain liable to pay to the Company any subscription or other sum owed by him or her.
Amend the rules on under 18s so 16 and 17 year olds can be an exception to our current rules.
Proposal is to allow those who are 16 or 17 to use the makerspace without parental/guardian supervision. The workshop is still off limits to those under 18.
Empty desk policy.
Proposal: (Chris Smith) Some hackerspaces, notably established ones have empty desk policies that help make their space a little bit more tidy. The basic premise is simple; anything left on a desk without a note or post on the mailing list to explain what it is gets treated as junk – and as such gets moved to the junk shelves (where it eventually gets thrown out or taken/reused etc)
Members should expect to be able to come into the space and have some clean empty desks in order to plonk their projects onto. Most critically some desks (ones in the workshop with power tools on) should be kept clear for health and safety. Irrelevant to this proposal being accepted or not these desks will be cleared ruthlessly.
1) Any items deliberately left in the makerspace must either be left in a member storage box or be accompanied by a note explaining who they belong to, how long they will be there for, and how to contact the owner. 2) Any items not stored in compliance with the above will be moved to the junk shelves. 3) Large/bulky items may be dealt with differently - this will be at the discretion of the Trustees. 4) Small items (such as electronic components, pencils and brushes) should be placed in a closed box or container of some form. 5) All items left in the makerspace are left at the owners risk.
Proposed Amendment: (Benjie Gillam) This introduces a "buffer" so instead of stuff going directly to the junk shelves, a "lost property box" is employed and items put into the lost property box are announced on the mailing list. After 2 weeks if no-one's claimed the property it can be moved to the junk shelves.
Note the workshop is exempt from this proposal and benches WILL BE cleared regardless if they are deemend a health and safety risk.
Modification of the 4 week shelf policy.
A) Proposal for modifications to the Junk Shelf rules to mark each item with the date of arrival
- Nothing is to be placed on the junk shelf until the current date is written on it.
- Items that have been on the junk shelves for more than 1 month should be disposed of.
Note this is compatible with my "Lost property" box idea, but probably not with your "lost property is junked" idea as it involves too much work on the part of the person tidying up.
Also note the method of writing the date is an implementation detail, it need not be specified, but Ben's "sharpie on a string" idea is fine; we'll also add a packet of those little stickers nearby for smaller/more delicate items
I chose "1 month" above as a slight modification to 4 weeks because it makes the date calculations easier - if it's 24/2 today then anything dated 24/1 or before can be junked.
If the sticker falls off or the date is rubbed out then memory will have to suffice; i.e. fall back to your proposal.
I deliberately do not include in my proposal how the date must be written (stickers is just one option) nor who should get rid of it because it's really everyone's job and I think it's unfair to expect the keyholder to do it; they already have enough things to do and I want to encourage more keyholders not discourage them.
B) Proposal for simple modifications to the Junk Shelf rules
- Anyone can preserve the life of junk at their discretion by moving an item to a "younger" shelf.
- The shelves will be rotated when full, weekly, or to some other non-fixed schedule, ie you can never really rely on the timing. But if something is on the last shelf it might be about to go.
This has the advantages of not complicating the process for users or adding additional process that I think people will not follow.
Proposal for implementing a policy on taking on big projects from external groups or non-members.
Big projects are fantastic and have led us to do some amazing things in the past but great care needs to be taken when agreeing to take them on so to cause minimal disruption to the space and protect the members and guests. Discussion here Note we are defining a big project as something that can not easily be taken home at the end of the night or too large for members storage so it must be stored elsewhere in the space.
A) Proposal A
Any big project should come before a trustee with the following information:
- A brief description of whats being built. While not mandatory, drawings and further detail is encouraged especially if the construction process may be considered high risk. A risk assessment can help determine this and the trustees will be happy to assist with this.
- Checks to ensure disruption to the space will be minimal and if disruption is inevitable it is worth it.
- There is a clear and sensible place to store the project, during construction and also when complete. Gangways, infrastructure and emergency exits etc must never be blocked.
- ALL non members involved with the project are briefed on the makerspace rules and policies.
- There should ideally be a main point of contact that members can speak to regarding the project.
- If there is any money being changed hands between the space and the group this should be communicated to the treasurer.
B) Proposal B
Any project to be left in the space overnight outside of member storage boxes must be approved by a Keyholder unrelated to the project. If the project is expected to be left in the space for more than 3 nights it must be approved by a Trustee. If for more than 2 weeks it must be approved by a quorum of Trustees. In all cases the following hold:
- When storing the project, care must be taken to ensure that disruption to other space users is minimised and safety is not impacted.
- The Trustees must be made aware of the project within 24 hours of being left in the space (an email to email@example.com is sufficient) - details to include what it is, who is working on it, and how long it is expected to stay for.
- Unless excepted by a quorum of Trustees, there must be a name and method of contact left clearly visible on the project when stored in the space. This may be an email address or phone number.
- The project must be removed within 48 hours if required by a Trustee (unless a quorum of Trustees say otherwise).
Review of 3D printer charges
Nothing official discussed but we informally suggested uping price to 5p per g
Note: Any alternate proposals to the above need to be fully written out as the current ones are at the end so the numbers do not change. It is enough to say "The same as 4.1 except without clause X, or with the addition of Y"