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--- governance:meetings:2025:q4 [2025/09/22 20:13] – dave
+++ governance:meetings:2025:q4 [2025/10/27 19:59] (current) – samp20
@@ Line 94: / Line 94: @@
 ==== 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