====== 2019/04/10 BOTLab Directors' Meeting ====== **Date/time and location:** 7pm, 10 Apr 2019 at an Undisclosed Location ===== Agenda ===== * Incident review * Proposals review * Complaints review * Directors' roles and responsibilities * Annual discussion of signup process * Decreasing membership * Website/wiki/forum * Emails * Induction policy * BV open studios * AOB ===== Attendees ===== NG (minutes), MG, FH, RH, RC Apologies: None ===== Topics discussed ===== ===Incident review=== Communicating new rules to ensure members stick to them, should have done now, can now enforce, initially informally\\ Ensure use of space is fair, especially storage, start with informal chats RH: Found blank ammunition sitting on table in G11. RM had found it over weekend. RH has confiscated and will dispose of safely. Should not have been brought into Hackspace as no permission (contravenes law). RH has drafted message for Google Group. Directors to review and post on Google Group. Use of bandsaw by non-member who then proceeded to use NM's tools, to contact members responsible for guest and provide informal warning. ===Proposals review=== Tool sharpening stuff - RH moved support from member to committee, needs a bump on the Google Group. ===Complaints review=== No new ones. ===Directors' roles and responsibilities=== NG: happy to stay as treasurer\\ NG: want to pass on membership secretary\\ MG: want to pass on card requests\\ FH: happy to take on some of it - initially just card requests\\ RH: interested in marketing/social media how to work with RC?\\ RC: only really doing weekly posts on Facebook\\ RH: happy to share my designs for branding\\ RC: meetups? MG & NG: don't want new services added to current complement\\ FH: also interested in organising events ===Annual discussion of signup process=== MG: described signup process, new database and new forum ===Decreasing membership=== NG: noticed a trend of more people cancelling memberships\\ MG: maybe due to changes in physical hackspace or culture/nature of BOTLab - not so much causing people to leave, but maybe encouraging\\ FH: enough of a trend to worry about?\\ RC: keep an eye on it\\ RH: get feedback from membership about thoughts\\ NG: investigate with TS\\ RC: we have reached physical capacity\\ RC: theme evenings to increase engagement - delegated to RH and RC as per roles above ===Website/wiki/forum=== discussion of current website/wiki hosting\\ Explanation of fate of other server\\ MG: negotiating for Arthur's domain name in order to implement Kaspar's forum and replace all services - all agree\\ FH: should move wiki to new forum as it is currently OKish - all agree\\ FH: in meantime, should prune website to make it look less abandoned - all agree\\ RH: cleanup contact form as a priority - all agree\\ Discussion on format of wiki - actual wiki or static with nominated administrators - don't need to decide yet ===Emails=== -gmail- isn't main inbox\\ Forwarding - NG to prune list of non-members\\ When new server set up move email hosting over and set it all up properly ===Induction policy & children policy=== ==Children policy== present vote to abolish children in the next members meeting and place vital info in H&S policy - all agree\\ ==Induction policy== NG: want to have a policy to formalise status quo\\ MG: don't need much info at policy level, can all go in H&S policy\\ NG: there was an induction guide which was edited down, should we reinstate?\\ MG and NG exchanged incredibly mature and sensible gestures.\\ 4 votes yes for reinstating induction guide\\ FH: children stuff can go in H&S policy too. ==Other document changes== FH: Changes from AGM? NG: Safe working guide require small changes, one change to fair use, guests and children one change, s s and s, bv studios one change - all Directors to help with drafts ===BV Open Day=== For instance: * Organised sweepup + wipe down of benches on Thurs eve. * Budget for the day * Refreshments? * Barrier/indicator for Nic's half of G10 * Fliers or similar? Not enough time to do much, will encourage engagement over next couple of days. Will buy a chain though. ===AOB=== FH: privacy policy for public facing bits of web presence required FH to draft will present on Google Group for feedback and transparency before implementing. MG: found a large cinammon bun in selco car park and ate it, he is convinced it wasn't just flavourful canine excrement. NG: CIC change all official. Wooh! Will make changes to wiki and documents. RC: have made regular open evening an event on facebook