===== 2017/04/11 BOTLab Committee Meeting =====
**Date/time and location:** 7pm, 11 April 2017 at the Hackspace
===== Agenda =====
  * Change over committee
    * Companies House
    * Bank account
    * committee@ email address
  * Email addresses for committee roles and being able to reply from those addresses
  * BV Open Studios
    * Advertising contribution - how much?
    * Spring clean of space
  * Incident reporting system/log book. Reviewing incidents as a standing agenda item for meetings.


===== Attendees =====
  * AA, DW (outgoing handover), IS, NG, RC, TS (minutes) 
===== Topics discussed =====
**Director Handover** 
  * Welcome Nick Gover and Russell Couper
  * Note of thanks to outgoing Directors David Wyatt, David Henshall and Russell Dicken
  * Registered new Directors with Compaines House & Unity Trust Bank

**Roles Assigned** 
  * NG Treasurer
  * AA Membership
  * TS Secretary

**Hackspace committee focus for the upcoming year** 
  * Agreed that membership engagement would be our primary goal
  * IS & RC Membership Engagement Taskforce
  * Continue with Monthly mailchimp campaign
  * Re-enforce benfits of membership eg use of space, access to discussions
  * Remove ex-members with Forum / email users and prune out of date contacts in Mailchimp
    * **ACTION** AA Cross-check members with BV and deactivate access cards
  * Encourage member led events and meet-ups
	
** Committee email address**
  * Current system redirects to individuals
  * No oversight about if replies are sent
  * Replies are only stored in individual Director's "Sent Items"
  * No collective history 
  * External organisations will have individuals as contact points, future contact may be difficult
    * **ACTION** AA to contact existing email provider to enquire about a mailbox that saves emails and has shared access

**New Website**
  * AA: Current website is not much used except to jump to wiki 
  * AA: demonstrated new website with streamlined automated membership signup system
  * Built on Drupal and hosted by Pixel at bristolhackspace.org.uk - AA self-funded
  * IS: Another channel of communication could cause confusion / fragmentation of members engagement
  * IS would want diary and photo stream on any new site
  * TS: Opinions differ about how best to receive info - can the Forum recently created by Kaspar be integrated to new site
  * RC: Receiving digest emails is useful - can that be integrated / kept
  * Retiring some old lists could encourage member movement to new space

**BV Open Studios** 
  * Voted to increase contribution by extra £25 (total £30) in respect of size of active membership.
    * ** ACTION** TS to initiate bank transfer
  * IS: Lights are in poor state
  * TS: Replace all tubes to create even lighting
  * RC: Some starters required
    * **ACTION** TS buy tubes from Screwfix 
  * RC: The space is scruffy and needs a deep clean before BV Open Studios
    * **ACTION** RC to create event on new website to publicise

**Safety** 
  * Member noted and rectified an over-hanging crate above soldering station
  * Indicent Log book and email address created to catch items for future discussions at meetings
    * ** ACTION ** TS contact email provider to create a redirect for incident@bristol.hackspace.org.uk to go to committee
    * ** ACTION ** TS put log book on first aid station in G11

**AOB** 
  * Meeting with Landlord Robert after BV open weekend.
  * Discuss - Adding sockets in G10 & CNC sound booth risk assessment
  * IS also discuss door lock situation
    * **ACTION ** IS ongoing from previous meeting