diff --git a/docs/governance/board_minutes/2025/2025-11-19.md b/docs/governance/board_minutes/2025/2025-11-19.md new file mode 100644 index 000000000..cfd073839 --- /dev/null +++ b/docs/governance/board_minutes/2025/2025-11-19.md @@ -0,0 +1,49 @@ +# 2025-11-19 + +## Meeting Information + + * **Meeting Date/Time:** 2025-11-19 19:00 - 21:30 + * **Meeting Purpose:** Board Meeting + * **Meeting Location:** Hackspace Manchester + +## Attendees + * John D + * Joe C + +## Agenda Items + + * Confirmation all required access has been granted and tested + * Review of HTSW + * Upcoming big PPs (3D printers, Woody table saw, Other grants/Funding ideas) + * New Board Members - 1 month review + * Upcoming dates (Xmas party, Christmas board holiday period, Next board meeting, Setting dates for year ahead) + +## Discussion + + * **Confirmation all required access has been granted and tested** + * John D is satisfied he has all necessary access, with the exception of the Bank completing his set up, which requires no further action from the Board. + * **Review of HTSW** + * Hack the Space Saturday was successful, although attendance was lower than hoped. + * Projects had a nice choice, but perhaps lacked a larger ‘focus project’. + * The defined break for lunch was good for getting everyone together. + * Ross led Sunday, but no feedback was recorded as he did not attend the meeting. + * **Upcoming big PPs** + * Directors agreed on a proposal to sell the Prusa XL and purchase two Bambu Lab PS1 3D printers, which can be considered a small proposal due to the sale offsetting the cost. + * The proposal was agreed upon to maintain transparency with the membership, even if the profit from the sale exceeds the new expenditure. + * Items discussed as candidates for external grants/funding include Woodwork Ventilation/air filtration system (\~£3-5k), Spray painting booth (with air filters) (\~£2-4k), and a Table saw (\~£4-10k). + * Constructing a "3d printer world" was discussed as a potential focus for a March HTSD. + * **Upcoming dates** + * John D is to arrange a Hackspace ‘Vision’ Session to gather ideas about the future of the space, potentially on 22nd January 2026 at Cloudwater Brewery. + * The lab is scheduled to be closed and repurposed as a locked stock room. + * **Future Deep Dive topics** + * Topics for future deep dives include how to do team budgets, Digital Infrastructure, and Being an effective board. + +## Actions + +| Item | Responsible | +| :--------------------------------------------------------------------------------------------------------------- | :---------- | +| John D to look into funding grant options for items above. | John D | +| Joe C to contact AB to arrange decommissioning of lab. | Joe C | +| Joe C to ask woodwork coordinators for table saw recommendations at different price points. | Joe C | +| John D to arrange Hackspace ‘vision’ session - potentially 22nd January 2026, potentially at Cloudwater Brewery. | John D | + diff --git a/docs/governance/board_minutes/2025/2025-12-03.md b/docs/governance/board_minutes/2025/2025-12-03.md new file mode 100644 index 000000000..38be38f25 --- /dev/null +++ b/docs/governance/board_minutes/2025/2025-12-03.md @@ -0,0 +1,71 @@ +# 2025-12-03 + +## Meeting Information + + - **Meeting Date/Time:** 2025-12-03 19:00 - 21:30 + - **Meeting Purpose:** Board Meeting + - **Meeting Location:** Hackspace Manchester + +## Attendees + + - JC + - John + - Jordan + - Ross + +## Agenda Items + + * Outline of Meeting Aims + * Previous Minutes circulated and agreed, including Review of actions outstanding + * Treasurers Statement + * Board photos (look pretty) + * Confirmation all required access has been granted and tested + * Consumable items + * Email alias groups + * Director Skills Assessment + * Review of HTSW (Successes and improvements) + * Contractor/Employee Status and Review of ongoing options + * Setting aims for year ahead, including SMART goal setting and tasks for facilities manager + * Upcoming dates (Xmas party, Christmas board holiday period, Open evening tours, future meetings, HTSD/HTSW) + +## Discussion + + * Treasurer statement: 50k in reserves, a slight increase in funds. + * Additional, non contractual Service charge: \~£1.3k. + * Consumables purchase request agreed, 5 in favour, 0 against. + * For the next HTSD/W, find a way to find members to take on responsibility for relevant tasks. + * Create tasks per day for HTSD. + * Looking to convert Mike to employee status (0 hour contract). + * Keep Mike on contract for 6 months while enquiring about PAYEE. + * Updated Mike's actions priority. + * Agreed to fund Mike + Ross’ in-person IOSH (Health and safety) at £528pp (5 votes for, 0 against). + * Next board meeting is 17th Feb. + * Voted on temporarily changing open evenings to 1 tour at 7pm due to low volunteering (4 yes, 1 no). + * PAT electrics passed in the snacks space and metal, several areas require maintenance, with swift progress. + +## Actions + +| Item | Responsible | +| :-------------------------------------------------------------------------- | :---------- | +| JC to look at adding members to new email alias. | JC | +| JC to check men's shed membership. | JC | +| Jordan to look at labelling locations for VA. | Jordan | +| Whole board to complete skills assessment by 1st week Jan. | Whole board | +| JC to email Alex about Lab clear out. | JC | +| JC to update OoO on board emails to reflect we are volunteers. | JC | +| JC to look at website regarding open evenings. | JC | +| Ross to come back with dates for HTSD, members meetings, and summer social. | Ross | + +## Future Deep Dive Topics + + * How to do team budgets + * Digital Infrastructure + * Being an effective board + * Improving membership engagement and space ownership + +## Board Goals for 2026 + + * **John** - grant applications within 3 months, finding a small funding pot for rewarding STEM /R+D (Development/engineering/research/prototyping). + * **Jordan** - Spray booth by December 2026, increasing community involvement. + * **JC** - increasing community engagement (find measurable volunteer hours given), improvement of documentation (Web Docs and GitHub). + * **Ross** - Building a Holistic Road map regarding H&S by September, host woodworking classes, upskilling members, disability classes, specifically to reward active members. diff --git a/docs/governance/board_minutes/2026/2026-02-18.md b/docs/governance/board_minutes/2026/2026-02-18.md new file mode 100644 index 000000000..f9151371e --- /dev/null +++ b/docs/governance/board_minutes/2026/2026-02-18.md @@ -0,0 +1,56 @@ +# 2026-02-18 +## Meeting Information + + - **Meeting Date/Time:** 2026-02-18 19:00:00 - 21:30:00 + - **Meeting Purpose:** Board Meeting + - **Meeting Location:** Hackspace Manchester + +## Attendees +People who attended: + + - JC + - Rob + - John + - Jordan + +## Agenda Items + + * Board catch up + * Rob handover + * Review governance + * Volunteer enticement ideas + * AOB + +## Discussion + + - **Board catch up** + * JC: governance, not been to space much. + * Rob: Simplifying life, passing over board role, still wants to offer digital related jobs, done treasuring bits since December, submitted annual confirmation statement. + * John: unsimplified, next months unlikely to be in UK for much, coop money back, governance with JC, brought lease to attention. + * Jordan: Not been in best space to support much. + - **Rob handover** + * Rob and John to go over treasuring handover. + * Rob would like to continue digital work but raised concerns about still needing access to systems containing sensitive information, and would like official guidance on how to move forward. + * CCTV needs proper handover; Rob to sort. + - **Review governance** + * The board discussed a new structure, with documentation to be released soon. + * The board is happy with the current proposal for the new structure. + * The first year trial is to be with appointed members, and subsequent years will be populated by elections if required. + * The board discussed potential people who may be interested in new roles. + - **Volunteer enticement ideas** + * Discussed an annual meal. + * Discussed Snapboard shout outs. + - **AOB** + * The Board voted in agreement to sign a 3-year lease until April 29. + +## Actions +| Item | Responsible | +| :--- | :--- | +| JC to finish writing internal data protection policy. | JC | +| Rob to sort CCTV NAS, CCTV Cameras. | Rob | +| JC to finalise with board, wording of structure. | JC | +| JC to upgrade Google workspace plan. | JC | +| Jordan to action snapboard shout out system. | Jordan | +| JC to look at adding members to new email alias. | JC | +| JC to check men's shed membership. | JC | +| Jordan to look at labelling locations for VA. | Jordan | diff --git a/docs/governance/board_minutes/2026/2026-05-19.md b/docs/governance/board_minutes/2026/2026-05-19.md new file mode 100644 index 000000000..f009ba36a --- /dev/null +++ b/docs/governance/board_minutes/2026/2026-05-19.md @@ -0,0 +1,40 @@ +# 2026-05-19 +## Meeting Information + +**Meeting Date/Time:** 2026-05-19, 18:45 - 21:30 +**Meeting Purpose:** Board Meeting +**Meeting Location:** Hackspace Manchester + +## Attendees +- Jordan Colclphough +- Joe Christian +- John Deptford + +## Agenda Items + +- Elections +- Changes to AoA +- Process changes needed for new committee +- Update on committee +- Accountant and savings account +- End of year accounting update +- AoB Member incidents +- Reach fund + +## Discussion +* **Elections:** Vote to agree to start election process ( Agreed ). 3 roles open. Anyone with criminal history to self exclude for insurance reasons. +* **Changes to AoA/Committee:** No changes to AoA to delegation of powers to committee during the trial period (1 year). Chris (committee) has done great work with socials and planning for the future. +* **Purchase Proposal System:** Update purchase proposal system to allow management team ( board and committee ) to +1 proposals. Purchase proposals bands updated. +* **Accountant and Savings Account:** Approved spending for Local Accountants, £80pm, to do our basic taxing and offer advice, including previous years taxes. Agreed to open 3 business savings accounts with; instant access, 35 day and 95 day access respectively. +* **End of Year Accounting/Finance:** Miranda pending bank access. 25/26 treasurer update: retained profit of 10K, 50k in reserve, expecting 6K increase in costs over the next year, membership numbers slowly increasing, new members generally also paying recommended rates. +* **Reach Fund:** JC had call with Pulse in March r.e. the Reach Fund and 'getting grant ready'. Pulse to finish draft for social investment case for when we are ready. Project wrapped up until Hackspace is ready to revitalise. +* **Ammiel's Request:** Ammiels request for discretionary funds for organised events approved, £10. + +## Actions +| Item | Responsible | +| :------------------------------------------------------------------------- | :-------------------------- | +| John and Cone/connor to check if there is a minimum % approval for candidates | John and Cone/connor | +| John update proposal band on forum | John | +| JC to update proposal bands on docs | JC | +| John to update consumables over time | John | +| Joe to make a “how to” on how to make gift memberships | Joe |