===== 2017/02/21 BOTLab Committee Meeting =====
**Date/time and location:** 7pm, 21 February 2017 at the Hackspace
===== Agenda =====
  * BV Studios communal workshop proposal
  * Arrangements and payments for inductions
  * Publicising AGM and committee vacancies
  * Laser cutter pledges
  * Opportunities for BOTLab development through Hilary Sudbury
  * AGM date

===== Attendees =====
  * AA, TS, RD, IA-S, DW (minutes-taker)
  * Apologies: DH

===== Topics discussed =====

  * **BV Studios workshop**
    * **Action:** RD to reply to Beth saying we're interested in being part of this but not in administering it - let's understand how much it would cost - could we make an arrangement like reduced rates for hackspace members, or a block contribution to buy a certain amount of access?
    * IS: Need to review with members before actually becoming a member of it
  * **Arrangements and payments for inductions**
    * RD: Remembers the issue of paying for inductions was previously discussed in meetings. Unsure when.
    * Joe Dusta offers to do weekly inductions on laser cutter for up to 4 people to work through backlog. IS: maybe regular induction slots e.g. every 2 months? JD: prefers ad-hoc scheduling. IS: prefers to have more inductors. JD: caution - has observed inducted users making mistakes. JD: doesn't think charging for time matches up with Hackspace ethos. 
    * RD: risk of inductees not turning up to be inducted - a pain if inductors have travelled far. TS: Maybe make people pay a nominal amount to discourage no-shows like for skillshares, all money could go to hackspace. AA: nominal £5 amount? DW: Doodle vs Eventbrite are different platforms, one for arranging a time for unscheduled events, the other for selling tickets to scheduled events. IS: Email inductees the day before to confirm they're coming? JD: prefers minimum-effort solution. 
    * Plan: JD to set up Eventbrite, IS happy to do "admin" on Google Groups to put people who want inductions in touch.
    * DW: How much? JD proposes £5 each, to pay for a round of mirrors and lenses. IS: £10 each. (Always to the hackspace.)
    * DW: Straw man: don't charge anything for inductions, in order to make accessible to any members. AA: Maybe just have a caveat that if people don't feel they can pay £10 then get in touch. DW agrees, JD agrees.
    * AA: run out of cards for issuing to people who don't have Hackspace cards - we should get some more. **Action:** TS will order some.
    * Does this need to be approved by members? IS: Only NM's proposal about charging for inductions. 
    * JD: Can we keep money from laser cutter money separate? IS: Not at present, don't have the capacity.
    * IS: If individual members own tools, they are entitled to charge for them as they see fit.
    * RD: more inductors for 3d printer? IS: Chris Lynas has expressed interest. 
    * IS: Approach: keep it voluntary as inductor.
  * **AGM**
    * AA: Agenda AGM? DW: from constitution: Accounts, directors' report (IS: we should do this, highlight what we've done and what's next to do), appointment of new directors
    * TS: Describe roles for new people - maybe have roles that are not directors as such but are responsibility-oriented, to get people to get involved and reduce workload on directors
    * JD: maybe have food during the meeting - IS: between AGM and members' meeting
    * Directors: DH, RD and DW will stand down. One of AA, TS and IS will stand for reelection by drawing straws on the night. 
    * Voting system: previous was viewed as undemocratic. 
      * IS: Option: list of names, minimum of 2 required, ???
      * Another: approval voting for each candidate individually - doesn't control over number of people on committee
      * JD: flow-on voting if you know how many roles there are
      * JD: gauge interest via email? DW: deciding on 
      * Conclusion (IS): Ask people to stand for election. Looking for 4 people minimum. If <=4 people stand, block approval vote. If >4 people stand, STV. Both cases secret ballot. **Action:** TS to design a ballot paper.
    * Date: 14 March 2017 [subsequently moved to 28 March]. IS cannot attend. 
    * Accounts: DW to liaise with accountants to get these prepared. 
  * **Publicising committee roles**
    * Arthur has drafted a new email for the newsletter list. <del>**Action:**</del> DW to send AA list of members' email addresses.
  * **Laser cutter pledge payments and billing**
    * AA has tabulated users' usage, DW has tallied pledges against bank transactions. Only 2 anomalies between amount pledged and amount received: one has been resolved and in the other case we'll just assume the user only paid the amount that came through to the bank account, not the amount they pledged. 
    * Next billing round? AA: every 6months to 1yr given current usage rates. 
  * **Opportunities for BOTLab development through Hilary Sudbury**
    * DH has sent details of what Hilary's organisation can provide. To be discussed subsequently.
  * **AOB**
    * IS: DH strongly suggests that we should find out the liability of directors under different circumstances