Completely forgot to post to the forum about this, but everyone has been emailed regardless.
This is a reminder, we will be holding our annual general meeting (AGM) TOMORROW, Wednesday 27th September 2023 in the Hackspace’s main room. The meeting will begin at 19:00, and is expected to last around 2 hours. The agenda is attached below
A reminder if you cannot attend, please appoint a proxy to vote on your behalf. If we do not have enough members to pass votes, we will need to postpone the AGM.
Proxies can be appointed by emailing board@hacman.org.uk with your full name, and the full name and email of the member being your proxy.
Agenda
Brief Team Updates
Board
Finance
Outreach
Metalwork
Woodwork
Visual Arts
Digital Infrastructure
Main Discussion
Changes to company constitution - vote
Addition of new items to consumables list - vote
Tenancy update
Upcoming board elections
Installation of CCTV in the space - vote
Upcoming Hackspace Dates for the diary
Sanitary bins in the space
AOB
Voting Matters
Addition of new items to consumables list
As per our purchase proposal policy, new items can be added to the consumables list by vote at any quorate members meeting or AGM. The full list of proposed items can be seen on the forum post which is now locked.
Votes will be:
Vote for all items to be added to the list
Vote for specific items to be added to the list
Vote for no items to be added to the list
Abstain
Replace the company constitution with the new Articles of Association
The constitution of Manchester Makers Ltd (the holding company for Manchester Hackspace) have been updated with additional clauses. The formatting and order of the constitution have also been altered. Therefore we are proposing retiring the old company constitution and voting in the new articles of association. On the most part little has changed. But where the intent of the words, rather than just the phrasing, have been changed, this has been flagged with a comment.
One of the main changes will be changing from having several generic named Board members, to specifically having a minimum of Chair, Secretary and Treasurer fulfilled at each election cycle. It is hoped these more discrete titles can aid accountability and job sharing amongst the board members. Having these defined roles is also a common requirement of funding applications.
Currently there seem to be several different versions of the company constitution floating around, we are not sure which is the official anymore. Therefore we would be retiring ALL constitutions and memorandum of associations which are not the new Articles of Association to save any further confusion.
New suggested Articles of Association, to supersede the above:
Votes will be:
Vote for accepting the new articles of association and scrapping of all other constitutions and memorandum of association.
Vote against
Abstain
CCTV in the space
Following a post made on the forum on 2nd August, we would like to move forward with the process to install CCTV in the space. The board does not have the capacity for redundant work, therefore we do not have the full and complete data protection statements etc. ready, but this vote will be the basis on which the board can proceed with this work.
The proposal is for a CCTV system to be installed around the space. This will record video footage only, no audio. The system will not be remotely monitorable, so will not be connected to the internet in any way. The digital storage will be kept in a locked cabinet for no more than 30 days, except in the case that the footage is required for the purposes detailed below.
The system will only be accessible to the board and the appointed data protection officer (who may also be a board member). Two of those with access to the system will need to agree on the access before it is granted. The system will be governed by GDPR laws, and members can make complaints to the independent information commissioner’s office if they are dissatisfied.
The system is being proposed for the following three reasons:
Protection of members against assault/harassment
Protection of the space against theft/crime
Protection of the space and its members for Health & Safety reasons
The system is not intended to be accessed frequently. It will not be used to casually police the space. It will not be used to hunt down members for every small infraction of the rules and tool left out.
If CCTV were installed around the space’s 12 zones, approximately 16 cameras would be sufficient. Some members have suggested CCTV should cover only exits/entrances, for this approximately 5 cameras would be needed. It is the board’s view that CCTV only at entrance/exits would not be sufficient protection against points 1 and 3 above.
The cost of these two systems is not drastically different, both would be much less than £1000, probably around £200-500.
Votes will be:
Vote for the Board to proceed with design and installation of a CCTV system as they see to be required but within the guides above.
Vote for the Board to proceed with design and installation of a CCTV system limited to the entrance/exits only, also within the guides above.
Vote against the introduction of CCTV in the space.
Vote to delay and rewrite the guidelines above for vote at another meeting.
0. Attendees
Richard Westwell
Tony Goacher
Harvinder Atwal
Mark Dale
Nathan Khadaroo McCheyne
Bart Kantorowski
Jane Glaysher-White
Periklis Petropoulos
Aaron Zidchouski
Jason France
Joe Christian
Michael Hindley
Michael Jones
Chris Drake
Ben Dooks
Charli Williams
Rae White
Peter Roberts
Jordan Colclough
Adam Piagge
Alan Good
Rob Jackson
Jasmine Streatfield
Nathan Forsyth
Jospeh Buck
Michael Clarke
Emre Yucel
1. Brief Team Updates
1.1 Board
Membership numbers now stand at an all-time high (TBC) of around 252, which is slightly above the monthly average and around 100 higher than 12 months ago. Overall it has been a fairly successful year: we have held three Hack the Space Days, held two members’ meetings, a charity day, and welcomed a firm who conducted sound recordings in the space (and provided some revenue to the space).
The Members’ Survey carried out this year provided fairly positive feedback. Health and safety measures have improved massively. Many more risk assessments have been completed. Fire, data, and electrical safety have also improved. Efforts have been made to get members more involved in the running of the space. Open Evenings have been made more structured with a rota and agenda for tour guides, plus timed slots for visitors. Attendance continues to be good. The purchase proposal system has helped to widen participation among members and give them a say in how the space acquires equipment/materials.
Some current challenges include:
Communication with members — many still struggle to navigate the space and understand how things work
Getting members involved — we rely on too few people to cover a huge multitude of tasks
Possible theft issues to be addressed — Items are not being paid for from the Snackspace and some equipment has gone missing
Potential tenancy insecurity — we can be kicked out of our current space with 6 months’ notice, though this has always been the case. Alan and Joe (board) have chatted to the council about potential new spaces
The parking situation has changed recently, though this is under some dispute. Drivers have been ticketed for parking on Pollard St. outside the space, but the landlord is currently in discussions with the council.
ACTION: Joe to contact relevant authorities about parking
1.2 Finance
Finances are looking very healthy. We have £33,393 in the bank. Our monthly income exceeds our monthly outgoings, meaning our reserves should continue to rise steadily. However, a likely increase in rental costs after our tenancy renewal will affect this level of increase.
1.3 Outreach
Due to time constraints, we do relatively little active outreach with (for example) universities.
Jasmine has produced an excellent poster which has gone up around town.
We have officially registered the space as a Men’s Shed, which entitles us to various benefits/discounts with some material suppliers.
Martin Pickersgill has been doing Monday afternoon maker’s meet. Look out for updates regarding future sessions.
1.4 Metalwork
Because it is proving difficult to spec and install an extraction system for welding, the team has been making strides to tidy up the back room and make it more suitable for general fabrication.
Team has also installed a digital readout (DRO) on the milling machine.
The bench grinder/sander now has an online induction.
1.5 Woodwork
Team has noticed tools being broken more often. If you break a tool, PLEASE REPORT IT. YOU WILL NOT GET IN TROUBLE. Reporting broken tools is vital so the team understands how it was broken. This helps with a quick fix and also indicates if better training or instruction is required.
The team is investigating a new router table (buy vs. build)
The orange mitre saw was broken and has now been fixed.
1.6 Visual Arts
Members took part in an event for the Blue Cross, making equipment for rescued animals.
The large blue laser (Bluey) is almost ready for trainer training. Once it is publicly available, the orange laser cutter will be taken offline temporarily for repair/service.
1.7 Digital infrastructure
Small changes to the platform have been made, e.g. trainers can now email people who need training. For anyone interested in helping out with our digital systems, there is a team. Please make yourself known on Telegram and the team will add you.
1.8 Electrical (space electrics rather than electronics area)
Background: Since we moved into the current space in April 2019, Ben Dooks has been working to wire the workshops in a manner that suits our needs.
A preliminary inspection has been done, which turned up some minor issues. The main incoming cable will need to be replaced, but this needs some planning. A full test will then be carried out to issue a safety certificate. This work affects our insurance because we currently don’t have a certificate to insure us against electrical fire.
1.9 3D printers
Three full deposition modelling (FDM) printers are now functional. The resin printers still need setting up, pending proper strategy for dealing with resin waste. We have the wood to build a shelf for the resin printers. If anyone would like to help out with maintenance/training, please get in touch on the 3D printer topic on Telegram.
2. Main Discussion
2.1 Changes to company constitution
Summary:
Currently there seem to be several different versions of the company constitution floating around, we are not sure which is the official anymore. Therefore we would be retiring ALL constitutions and memorandum of associations which are not the new Articles of Association to save any further confusion.
The members voted to accept the new Articles of Association.
UPDATE, 4 Oct: Companies House has now been informed of the change.
2.2 Addition of new items to consumables list - vote
As per our purchase proposal policy, new items can be added to the consumables list by vote at any quorate members meeting or AGM. The full list of proposed items can be seen on the forum post which is now locked.
The members voted to add the new items to the consumables list
2.3 Installation of CCTV in the space
Summary/background from Agenda:
“Following a post made on the forum on 2nd August, we [the board] would like to move forward with the process to install CCTV in the space. The board does not have the capacity for redundant work, therefore we do not have the full and complete data protection statements etc. ready, but this vote will be the basis on which the board can proceed with this work.
The proposal is for a CCTV system to be installed around the space. This will record video footage only, no audio. The system will not be remotely monitorable, so will not be connected to the internet in any way. The digital storage will be kept in a locked cabinet for no more than 30 days, except in the case that the footage is required for the purposes detailed below.
The system will only be accessible to the board and the appointed data protection officer (who may also be a board member). Two of those with access to the system will need to agree on the access before it is granted. The system will be governed by GDPR laws, and members can make complaints to the independent information commissioner’s office if they are dissatisfied.
The system is being proposed for the following three reasons:
Protection of members against assault/harassment
Protection of the space against theft/crime
Protection of the space and its members for Health & Safety reasons
The system is not intended to be accessed frequently. It will not be used to casually police the space. It will not be used to hunt down members for every small infraction of the rules and tool left out.
If CCTV were installed around the space’s 12 zones, approximately 16 cameras would be sufficient. Some members have suggested CCTV should cover only exits/entrances, for this approximately 5 cameras would be needed. It is the board’s view that CCTV only at entrance/exits would not be sufficient protection against points 1 and 3 above. The cost of these two systems is not drastically different, both would be much less than £1000, probably around £200-500.”
In the meeting, members raised concerns about data protection, including:
Can the board (and future boards) be trusted to put together a system that is robust and suitable?
Would the cost of a system (in time and money) justify the cost of stolen or broken equipment?
What would prevent a determined malicious person from breaking into the system?
A CCTV system would fundamentally change the character of the space and would require more comprehensive discussion/approval than at one AGM
Ultimately, it was decided to split the vote into multiple phases:
Phase 1: Should any CCTV system devised by the board be approved by the membership in a future vote?
Those present voted to subject any CCTV system to approval by the membership
Phase 2: Are you for or against CCTV in any form in the Hackspace?
Those present voted for some form of CCTV in the Hackspace
Should a CCTV system cover just the entrance/exit area or the space as a whole?
The members voted for a space-wide CCTV system
ACTION: board to develop a plan for a CCTV system, including data protection, access, and usage policy. This plan will then be put to the membership for feedback before any installation.
3. Tenancy update
Our current lease runs until April 2024. At that point we will likely be offered a renewal at a higher price than we currently pay. The Hackspace is likely to negotiate a renewal. This will almost certainly be on ‘flexible terms’, giving both parties (landlord and tenant) the freedom to end the lease with 6 months’ notice.
4. Upcoming board elections
Joe has effectively been the only active member of the board for the past 10 months. He will soon be moving to the Alps for a few months and is consequently very keen to onboard new board members. If new members can take on some responsibility, Joe can perform some of his duties remotely. The election process is ongoing at time of writing. Joe has written suggested descriptions for the various jobs available.
5. Upcoming Hackspace Dates for the diary
Elections have now begun. Members should be receiving emails regarding this process.
Open evenings continue on Wednesdays. If anyone would like to volunteer, please contact Info@hacman.org.uk.
Our Christmas party will take place Weds 20th Dec
ACTION: Mike and Jasmine to organise
6. Sanitary bins in the space
The issue of sanitary bins (secure and hygienic bins for menstruating persons) was raised at a board meeting, though this has not gone any further. It was widely agreed during the AGM that such bins should be in the space. Typically, organisations pay a firm to manage safe disposal of waste. A company has been identified that can do this for the Hackspace at an affordable cost.
UPDATE, 4 Oct: Jasmine has already ordered some bins, with support from the board, which will soon arrive at the space.
7. AOB
Members are reminded that we don’t employ any cleaners. Emptying the bins is everyone’s responsibility. Please take full bags to the bin store — directions and lock code are printed on the inside of our front door.
If you enter the space using the keypad (or card reader on the keypad), our door system will announce your arrival on a dedicated Telegram channel. This reduces “I’m in the space” messages on Telegram and helps members know if another member is there to prevent lone working, help them with a task, etc. Many members did not realise this system is in place, and new members may inadvertently opt in to this service.
The service only announces members name if you have an ‘Announce Name’ set in your member profile. Members can edit this at any time or leave it blank if they would prefer no announcement. Note that this setting doesn’t affect the door access log, which is not public and records all entries based on fobID rather than usernames.
ACTION: Mike to include this item in next Hackspace Newsletter
