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--- governance:meetings:2025:q4 [2025/09/11 16:29] – felix
+++ governance:meetings:2025:q4 [2025/10/27 19:59] (current) – samp20
@@ Line 11: / Line 11: @@
   * Major project updates
   * Open proposals
-  * ...
-==== Proposed Membership Payment Changes - Felix ====
+==== Re-open proposals - Fraser ====
+Proposals have been stopped for a while because of the upstairs move. This is a proposal to re-open them.
+==== Proposed Membership Payment Changes - Felix H ====
 Proposal to:
   - Introduce a minimum membership payment of £5pcm (we currently have no hard minimum, but £5 is our suggested low-income ‘Supported’ membership payment)
@@ Line 55: / Line 57: @@
 Contact the committee to switch to, or between, Direct Debits. Custom amounts (>£5) are also possible.
+==== New tools for the electronics area - Nick Schollar ====
+I think it would be good to discuss which tools we need to buy to go on the individual shadow boards (possibly already all thought about by @SamP20), review tools which we think need replacing and any additions we haven’t thought of.
+==== PC upgrade required soon - kaustubhkarthik ====
+Windows 10 will be approaching it’s EOL in about a month (15th Oct). This means that there will be no more security patches after this date. regularly, this isn’t too big of an issue short term, but with how many members regularly use the Hackspace pc, it could be exploited by a third party fairly soon after Windows 10 EOL.
+also, even more people use the WiFi. which could enable so much more chaos, if the PC gets hacked or a virus appears.
+the PC has also been having some recent driver issues (now fixed), but nevertheless, it’s still a relatively old machine.
+Data preservation:
+An in-place upgrade from windows 10 to 11 is the easiest way to preserve almost all the data. I don’t think the current pc meets the hardware specs to upgrade to windows 11. A fresh windows 11 install on a new pc would lose all the data though unfortunately :sob:
+there is another way though :tada: !
+first, all proprietary drivers will have to be uninstalled (the PC works fine with the default drivers don’t worry).
+then, a full copy of the system drive can be made onto the new pc’s storage (would have to be larger than the old one to accommodate extra drivers and windows 11).
+the new pc should see this as a boot drive, and with all the drivers uninstalled, it should be able to boot up into an almost identical copy of the old pc.
+after this, it’s just the upgrade from Windows 10 to 11, which is very nicely done by the windows upgrade assistant!
+that’s it really😁, since the old pc did not have any modifications on it, it’s a very low risk operation.
+==== Bin capacity outside - Nat H ====
+Is it worth investigating a second bin, would we get a discount because the bin drivers are already doing a collection here?
+I appreciate it’s a shared bin with Unit A, and this may not be a huge issue in reality.
+==== Missing equipment - Emma ====
+Would this be the correct place to discuss the missing equipment? Talk about replacing but also future proofing it so there no more missing equipment?
+==== Welding warning light - Nat h ====
+Adding a welding warning light facing the shutter do that it’s visible from outside if someone approaches in the dark? Although I appreciate there’s a red curtain there
+===== Minutes =====
+==== Directors report ====
+  * Q3 approx £7k over budget at ~£14,500. Due to renting upstairs, surprise business rates etc.
+  * Increasing budget to £15,700 (TODO ask Nick for exact figures) for Q4.
+  * Still working on charity re-application
+==== Committee report ====
+  * Over budget by £600. Mainly due to Sewing Machine maintenance purchase.
+  * New budget £1,423.
+==== Re-open proposals ====
+We originally stopped proposals for the room move but there is a lot of demand now to re-open them.
+M: Suggestion to only open proposals for rooms that have moved.
+S: Move budget is already overspent. How would this affect rooms that haven't moved yet?
+S: Can put together a list of essentials (ducting, benches, electrical).
+New extractor is expensive however that can come from H&S budget.
+N: Not all proposals cost money. We are currently break-even with our current membership and increasing.
+F: 2 options? Capped budget or Committee approval process
+N: Money must come out of savings
+Is there a case for a directors vote? (probably not)
+Can a proposal be paused? We have had them shelved before so this is not an issue.
+Committee do tend to discuss proposals before they approve them.
+There is a big jump from £60 to £600. Is there a reason for this? Is there a middle ground?
+Considering we have no money, probably not the time to adjust this.
+Too many variables already with the woodshop move too.
+**Vote to re-open proposals for completed rooms only: Unanimous. Proposals will come from our savings if approved.**
+==== Payment changes ====
+Refer to the agenda for the details.
+Will members need to sign a form for this?
+We are not implementing gift aid yet. We could claim that in the future,
+Is this affected by the charity process?
+No. We wanted to bring it forward to help with the VAT issues.
+Reasonable market rate. If we can't afford it, is is reasonable?
+HMRC doesn't care if we make a profit/loss. The market is other Hackspaces who are also implementing similar minimum.
+Most Hackspaces offer an affordable tier.
+Payments will still be a single payment.
+We just need to make the minimum tier clear alongside the others.
+Paying the supporter tier does not get you priority or any other benefits over standard or supported.
+**Vote for payment changes: unanimous.**
+==== New tools for electronics area ====
+Over the past few weeks stuff has re-appeared and the list has now turned into a nice-to-have instead of essential.
+It's worth re-reviewing the list to categorise into:
+  * Maintenance
+  * Consumable
+  * Proposal
+This is a task for the committee too.
+==== PC upgrade required ====
+Our PCs are shit and likely not Windows 11 compatible.
+There are several people offering free PCs.
+There are many issues with Windows 11, but many workarounds too.
+==== Bin capacity outside ====
+The bins outside are full most weeks making it difficult to take rubbish out.
+A lot of the stuff has been move related. We should wait and see before looking at a second bin.
+We should get some new indoor bins from the room move budget.
+==== Missing equipment ====
+The random orbital sander went missing. Committee have bought a replacement.
+It's really sad to see tools go missing just like that.
+Some tools temporarily go missing in vehicles outside.
+We don't get stuff going missing that often.
+Shrink rate in retail is far larger than Hackspace. We are actually quite good in comparison.
+Budget for replacements is maintenance. Roughly £100/month. Most of this is actually for broken stuff.
+Signage is coming to the top of the committee/trustee list.
+Does everything have a space?
+This is part of the room move. We're not there yet but getting closer.
+==== Welding warning light ====
+You don't need a light outside as (welding) light follows the inverse square law (you don't have to be that far away for it to be safe again).
+The welding induction requires a curtain.
+We should add signage to the curtain so random people aren't tempted to peek around it.
+If you don't know the Hackspace you won't know what the warning light means.
+==== Elections ====
+**Vote Aaron for the web role: unanimous.**
+==== AOB ====
+=== Metal shop expansion ===
+Can we expand the hot works?
+Theoretically yes as the wall was made to be movable.
+Matt to put out a room usage survey for the next meeting as we may get new rooms at the beginning of next year.
+How we expand the metal shop will be on there.
+=== Keeping the place clean ===
+It's time to step up. For new members it's not obvious.
+We could have some sort of orientation induction.
+This is your space, look after it.
+We could put up some posters too to remind people.
+A lot of this comes under H&S. Kit is doing a great job getting the Wiki, risk assessments and inductions aligned.
+Inductions are all computerised now. We have lost the personal aspect.
+The forum is not accessible to everyone for reporting issues.
+We could provide an option on the portal.
+We can implement a tag system to mark out of service equipment.
+Would it be possible/useful to post faces of helpful on the forum?
+We could do, or pictures on the wall.
+Committee have put plaques on rooms thanking people who have been instrumental in helping with the room moves. They aren't afraid to keep adding more <3