Merge pull request #103 from harvy4002/minutes-202410

Added minutes for 20241007

docs/Operations/governance/board_minutes/2024-10-07.md

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+# Meeting Minutes
+## Meeting Information
+**Meeting Date/Time:** 2024-10-07, 19:00  
+**Meeting Purpose:** board meeting  
+**Meeting Location:** online  
+
+## Attendees
+People who attended:
+- HA - Chair
+- JC
+- BD
+
+## Agenda Items
+
+Item | Description
+---- | ----
+AGM | • CCTV plans<br>• New Storage roll out<br>• Name change decision
+Harvy | • Potential Role swaps<br>• Discuss Area coordinator role and if we want any changes<br>• Finalise loan forms
+Rob | • Make me do the end-of-year accounts for 23/24
+Ben | • Electrical cert update - should set date for them to return and pay to have them finish any outstanding tasks<br>
+Jasmine | • 
+Joe | • How do we ensure forward progress of the space? (In regards to there's a lot more clutter than there used to be, a lot of tools seem to be broken again, areas are unusable as they are now full of junk).<br> • How can we improve participation in the space and in our comms (loads of people seem to be disengaged from our emails, forum and telegram, which is a big problem)<br> • Toilet, messy sink and smelly room
+Area meeting updates | • Risk assessment review - re-write needs halting and existing process needs completing<br> • Restrictions on woody events<br> • Discretionary spend for each area<br> • Latest on CNC / Mark situation?
+AoB | • Dates for Xmas party, HTSD, MM, Area meetings, board meetings, etc<br> • Motorcycle parking (made its way onto VA re-org thread)<br> • Access control, keyed alike locks, keyholders, and appropriate expectations re access in different scenarios<br> • Volunteer meets<br> • Area cord meets?<br> • Other volunteer things? Like discussing open evenings and stuff<br> • Keeping track of members notices
+
+## Discussion
+Based on the fact **Holt Town regeneration** is a long way away, we are willing to invest in CCTV. JC mentioned higher theft and safety of members. 
+Tools to be branded to deter theft.
+Updated map for CCTV and reiterate forum post for safety areas.
+
+Bought stuff for **new storage** roll out. Seems on track. Need to decomm online system.
+
+Undecided on **name change**. JC recommends wait for new board.
+
+**Role swaps** - HA wants to be digital coordinator. No other swaps mentioned.
+
+Everyone happy with **area coordinator description**. Teams should be more transparent.
+
+Approved **2 Loan forms** from Ammiel, just need pics and signing. Send back to email as PDF.
+
+JC suggesting to pay for people to **finish the work off for electrical**, as we are taking in a lot of money. BD is saying we are pretty much finished apart from lids and EL, we just need the changes to be reverified. 
+
+JC mentioned **mess, broken items, people coming up with ideas but nothing gets done.** This seems like a wider space problem and very board for this conversation.
+The corner of doom can be cleaned out by HTSD.
+
+**Big disengagement** problem with all comms, how can we get members engaged again? Mailchimp out regular newsletters. 
+
+JC is **offering services for £150 a day to fit out the toilet and messy sink.** Toilet and messy sink, just needs door and seat. Boxing and ceiling needs doing for aesthetics. Ben suggests just getting the toilet to a usable state. Could be done for HTSD.
+
+We should let woodworking decide for themselves in an open meeting if **only handtools** is allowed at certain times.
+
+All in support of **discretionary spend**, start with small amount. JC in support of yearly, HA in support of monthly. 
+HA thinks CNC room management is a disaster. Something needs to be done but not sure what.
+
+November 16/17th HTSD, 18th December for Xmas party.
+
+**Motorcycle parking** to be parked for later.
+
+BD to **rebuild Access control.** Low priority rekeying the locks, no idea who keyholders are. Should get digital infra involved.
+
+**Events to get people in**, like arduino basics. JC is looking to setup some classes 
+
+## Action Items
+To be copied to trello
+| Item | Responsible | Due Date |
+| ---- | ---- | ---- |
+| please do end of year accounts | rj | now |
+| get images for loan items and sign forms | harvy |
+| to ask digital infra to decom online storage | jc |
+| new quotes for electrical cert or call the same people back. EICR and NICE registered. Talk to Ben Dooks as he will be off for a while in October | jc | w/c 15 oct |
+| try out new format meetings | harvy | next week |
+| chat to mike about regular newsletter | js | 
+| ask Ammiel to do risk assessments | jc | before next meeting
+| ask woodworking to hold member meeting to discuss power tool ban | harvy | next week |
+| propose 18th december christmas party, htsd in nov| js | 
+| ask ACs to hold in area meetings | harvy | before next meeting
+| specific meeting for new board members | harvy | after elections
+| discuss motorcycle parking in another meeting | harvy | next meeting
+| decide what to do with name change vote 
+| work out team onboarding
+|
+
+## Other Notes & Information
+N/A