Proposal 1: Cash Handling Review

Proposed by Chris Smith, seconded by Paul Davies Discussion here: https://groups.google.com/forum/?fromgroups=#!topic/somakeit-organisation/AVYcg5JmF24 We need to review our cash handling policies to:

• Restrict our cash amounts to a sensible maximum. This includes any float the treasurer may be holding as well as money in the boxes at the space. This may seem like a lot of money but it soon adds up – plus everybody should be aware taking the money to the bank and paying it in is a job that has to be done by somebody.
• Secure the bank account by arranging a limit on withdrawals of cash to a sensible amount over which without a counter signature from all trustees on the mandate, the withdrawal cannot be made. It’s rare we’d need to ever withdraw this amount but could be required.
• Make it easier for members to make purchases for the space with sensible levels of approval. After all, a member could reduce their subs and donate the item.
• Secure our liquidity by specifying that the account must have a minimum buffer of X at all times. The buffer amount is to be determined by the treasurer based on all bills such as rent, utilities and insurance with a minimal budget for sundries. As we don't expect to lose our entire membership in one go, this should mean if we got into financial difficulties there would be several months where funds could be raised. I would expect this amount to be around £1300 based on my estimations of our outgoings but Paul can come up with a far more accurate figure.

Part A:

• Option 1: Restrict our cash amounts to a maximum of £500.
• Option 2: Status qoe, do not include this in a cash handling policy.

Part B:

• Option 1: Contact the bank and arrange a limit on withdrawals of cash to the amount of £500 or over without a counter signature from all trustees on the mandate.
• Option 2: Status qoe, leave the account without this protection.

Part C:

• Option 1:

A trustee on the mandate or any member granted spending powers can spend up to a maximum of £20 without a trustee quorum. Any purchase above the amount of £100 must be agreed upon by a trustee quorum. Any purchase above the amount of £250 must be voted on by the membership either at an AGM/EGM or special meeting. Make it mandatory that the treasurer must be informed of all purchases no matter how small and all proof of purchase such as receipts must be handed to them within a good time.

• Option 2:

Members are pre-approved to make necessary purchases for the space, the number of members required to decide this is the value in pounds sterling divided by 15, plus one. This is valid up to £250. eg: 2 members can agree to spend £15, 3 members can spend £30, and four members can spend £45 if they unanimously deem it necessary for the space. One member and one trustee can spend up to £250 if they deem it necessary for the space. Such purchases must be re-reimbursed through the treasurer with a receipt and list of members/trustees who agreed on the purchase. Spending over £250 will be voted on at an AGM/EGM or special meeting.

• Option 3:

Status qoe, do not include this in a Cash Handling policy.

Part D:

• Option 1: The space shall implement policy to keep a balance of £1300 in hand at all times as a buffer to cover expenses.
• Option 2: Status quo, do not include this in a Cash Handling policy.

Proposal 2: Chore Management

Proposed by Holly Saurus, seconded by Benjie Gillam

Discussion and example here: https://groups.google.com/forum/?fromgroups=#!topic/somakeit-organisation/yxK-bgLiT6Q

Inspired by another UK makerspace, I propose a method for tracking when routine space chores have been carried out and by whom.

Using a whiteboard, we can make a table of the tasks that need regular attention. This will be used by members to note when they have carried out the tasks so everyone can see when they were last done. We will also be able to see if the same few people are doing all the chores.

In the example I've created, you can see how this would work. Coloured magnets mark the most recent entry. When someone completes a task, they write in their initials and the date, move the magnet into their space and wipe off the entry to the right. We can write simple instructions, the tasks and the lines in permanent marker and keep a wipeboard marker attached to the board.

In my example, we can see that only SB has swept the floors in a while. They would now be justified in reminding other members that it's a chore everyone should be doing. We can also see that the kitchen hasn't been cleaned in over a week. This should spur a member into doing it.

The point of the system is to give a bit of recognition to the people who regularly carry out the tasks as well as letting everyone see when things were last done. It has a low, one off cost for the board and magnets. Members who quietly carry out the housekeeping side of space maintenance should hear fewer people complaining that no-one does anything. It promotes personal responsibility and serves as a reminder that everyone is responsible for the upkeep of the space.

• Option 1: Implement this
• Option 2: Status qoe

Proposal 3: Clearing PC Bench

Proposed by Bracken Dawson, Seconded by Chris Smith

Discussion here: https://groups.google.com/forum/?fromgroups=#!topic/somakeit-organisation/qEAvnM4OCbI

The PCs have degraded to the state where you can't walk up and use them again. Junk in the way, missing mice etc...

Option A:

The desk be cleared and reduced to:

• A single PC (the highest spec).
• One permanent pi station (ethernet cable, the pink HDMI monitor, keyboard & mouse)
• Space for the 2nd Taz printer.
• More clean desk applicable space. Plus all clean desk space in the space will be labelled with the clean desk rules.
• Clear leg space underneath.

This includes removing the rackmount server as modern laptops benchmark higher and don't use 250W of power while idle.

Option B: Same as A, but the silly server is the machine that's kept.

Option C: No change.

The resulting work will be done by Bracken and any willing volunteers.

Proposal 4: Members Storage Policy.

Proposed by Ed Chaney, Seconded by James Southern.

1.1 The Members Storage policy replaces the Empty Desk Policy and the Big Projects Policy. It relates to all items left in the space that are neither owned by the space nor currently loaned to the space.

1.2 Items are left in the space at the owner’s risk.

Proposal 5: Metal Lathe Equipment

Proposed by Duncan McPherson, seconded by Ben Jacobs

Discussion at https://groups.google.com/forum/#!topic/somakeit-organisation/aBnCgbiY-Xk

The metal lathe is a unique piece of equipment in The Space in that almost no-one will have access so anything similar anywhere else, and most people will be unfamiliar with its use. This means that those using it may be coming to the space specifically to learn and practice machining.

It is also a tool that is dependent on lots of accessory tools for it to be useful. Without these tools it is not a very useful machine; with them it would be a unique selling point for SMI and a valuable resource. The nature of this sort of tool is that it involves a lot of capital expenditure initially, but the rate of depreciation is very slow or not at all, and relatively simple maintenance is required to maintain its function and value.

The guiding principle for the lathe therefore should be that there should be adequate tools for a beginner to bring some stock to the space and, after suitable safety instruction, teach themselves machining by working through a set of beginner projects. This set of tools would also cover the large majority of tasks that an experienced user might want to undertake.

A standard beginners project book is Metal Lathe for Home Machinists. The list of tools that are needed to complete these projects but are not in the space is:

• Dial gauge and stand
• Feeler gauges
• Thread measuring gauge
• Threading tool setting gauge
• Vertical slide and vice
• Fly cutter holder
• Tool steel blanks
• Independent four jaw chuck
• Face plate and clamping bits
• Lathe dog
• Quick change tool post and holders
• Boring bar holder
• Parting tools
• Fixed steady
• Reverse jaws for three jaw chuck
• Half centre
• Live centre
• Knurling tool
• Milling cutters
• Slitting saw and holder

Some of these tools can be made using other tools, depending on the order of acquisition, for example having the face plate and clamps would enable making the knurling tool. Some are more useful than others (the dial gauge is necessary for project 0, the slitting saw for only the last one). Most could be acquired new, but may be prohibitively expensive. Most are fairly cheap individually (a threading tool setter can be found for ~£2, the four jaw chuck has been seen for £100). Therefore the purchasing strategy would need to rely on acquiring second hand items from eBay, specialist auctions, random finds etc which means needing to move quickly when they become available.

• Option 1. Do nothing and/or get rid of lathe;
• Option 2. Get a four jaw chuck (~£100), fly cutter holder (~£25), selection of cutters (£50) and material for Dean to fabricate a vertical slide, this would get a member roughly half way through the starter book;
• Option 3. Get everything on the list (~£600) so that all 13 projects can be completed with the lathe;
• Option 4. Option two plus get a milling machine and then work out what tooling is still needed.

Proposal 6: Lathe induction

Proposed by Jem Gillam, seconded by Duncan McPherson

To introduce the roles of 'Lathe Superuser' and "Lathe User' in order to make sure our lathe is used correctly and safely.

A role of Lathe Superuser shall be created. The role of a Lathe Superuser will be to induct workshop users into the use of the lathe and be a focal point and support for Lathe Users. They must also be a Lathe User.

A role of Lathe User shall be created. A member will be granted the role of Lathe User when the following conditions are all met:

1. they have certified that they understand the risks involved
2. they have certified that they know good, safe practice in lathe use
3. a Lathe Superuser confirms they have received induction
4. they are a member of So Make It
5. they are familiar with the use of the workshop.

Only Lathe Users may use the lathe without direct supervision, and then only when following general workshop good practice including not working alone. Anyone else may use the lathe as long as they are familiar with the workshop and are directly supervised (that is in the same room and not occupied with any other tasks) by a Lathe User at all times.

• Option 1: Implement this policy and its roles.
• Option 2: Status qoe

Proposal 7: So Make It Decision making policy.

Proposed by James Southern, seconded by Mark Hindess

Discussion thread here: https://groups.google.com/forum/#!topic/somakeit-organisation/SHreeh-rg7c

In order to improve the speed at which we make decisions and insure that planned changes always have clear ownership that they will either be completed or abandoned.

Communication platforms.

Proposed by Bracken Dawson, seconded by Dave Rowntree

It has been raised that often discussion and decisions resulting from them are not open enough to the membership and that we have a confusingly large array of official communication platforms. To that end I suggest that we drop to a single public mailing list and declare it to be the nexus point for decisions to be excellently broadcast.

Part A:

• Option 1: Purge the organisation mailing list of non-members.
• Option 2: Lock the organisation mailing list and conduct all such discussion on the main public mailing list.
• Option 3: Status qoe, leave the mailing lists in the state they are in.

Part B:

• Option 1: Write the following communications policy on the wiki and link it on the Main_page: So Make It allows discussion about the space in any channel. Decisions and the reasons for these decisions should be communicated excellently in the <channel nominated in part A>. <Link to list of channels>.
• Option 2: Status quo, write no communication policy.

Proposal 8 :So Make It Mission Statement

Proposed by James Southern, seconded by Mark Hindess

Discussion thread: https://groups.google.com/forum/#!topic/somakeit-organisation/Ycxo1shcKu4

Option 1: To provide our membership with tools, community and information in support of all their making endeavours.

So Make It is a non-profit run by its Membership with Trustees acting as a single point of contact, providing the legal and financial organisation to run the space, and working as mediators of last resort in disputes.

The mission statement will be painted on a chosen wall visible to those in the space and documented on the WiKi page linked from the Main_Page

Option 2: Status qoe, adopt no mission statement at this time.