Rob Cowe to be Treasurer

Proposed by Rob Cowe

Seconded by Holly Newnham

Since Dean stepped down as Treasurer in April, I have taken on the role as acting treasurer. This is a role I am happy to take on, so would propose Rob Cowe as treasurer be put to vote for AGM.

I've worked in financial services for the last eight years, including managing the construction, deployment, and management of an accounting suite, and have been involved in the running of businesses from sole trader myself, up to multi million pound enterprises, so am used to working inside tight budgets, and building solid plans for growth.

I have so far only delivered one update to the space (https://wiki.somakeit.org.uk/wiki/April_2018) and will be providing the a briefing at the AGM as well, so please feel free to judge my performance.

Vote to appoint Rob Cowe as Treasurer

Yes/No/Abstain

Members' Storage Amendments

Proposed by James Southern

Seconded by Ed Chaney

Proposal 1: Change to Member Storage

Justification:

The members storage policy has been in force now since Oct 2016. In that time whilst I think the “Project Owner” stickers have been helpful the “In Breach” stickers and process for removing items has largely been a failure.

Put simply the “In Breach” stickers are too confrontational. So they do not get used.

Proposal: In order to simplify our policies I would like to propose that we remove all paragraphs of the Members Storage Policy after paragraph 5.2(b) (inclusive).

These sections will be replaced with:

5.2

(b) Items which do not fit in the Lost Property Box should be photographed and the picture shared with members & trustees online. Trustees can then specify problem items for disposal.

(c) Prior to disposal trustees should make reasonable efforts to contact the owner of abandoned items proportionate with the items worth.

A new slack channel called "lost and found" has been setup to facilitate this.

Vote to amend existing policy.

Yes/No/Abstain

Proposal 2: Remove "Specific rules for big projects from an external source"

Justification:

This historic section of the members storage policy seems to have been supplanted by the more recent members storage policy & changes made to members roles; specifically large projects require trustee authorisation if they are to stay in the space beyond 24hrs. (Members storage). Also non-members are now simply not allowed to do very much in the way of making, no workshop access for example.

If people feel the notes on considerations for trustees to approve a large project are useful I think they'd be better suited to a new trustee welcome pack document rather than cluttering up rules for all members to follow.

Proposal: The section of the members storage policy "specific rules for big projects from an external source" will be removed from all SMI policies & deleted from the wiki.

Vote to amend existing policy.

Yes/No/Abstain

Confirm Admin Role

Proposed by Ed Chaney

Seconded by Holly Newnham

Proposal: Confirm Admin role

The Admin role was suggested as a route for members to be more involved in the running of the space without needing to be a Trustee, this was temporarily implemented by the Trustees under the understanding it would be put to a member vote.

Having a specific role does two important things:

1. Creates obvious points of contact for members and in some cases the general public.

2. Ensures that the Trustees are delinerating responsibilities in an accountable way to trusted individuals.

The proposal asks the membership to confirm the role, a notable change to the original role is the additional of members to approve the role as well as Trustees.

Admin:

Admin assists in management of online systems and running the space. Admins may induct Keyholders.

Must hold role Keyholder, Must be approved by 3 Trustees, must be approved by 3 Members.

Each Admin may be involved in different aspects of running the space as appropriate. Admins may be published on wiki so visitors and members can contact the appropriate person when they need help.

Vote to confirm Admin role.

Yes/No/Abstain

Paint an Info Wall

Proposed by Ed Chaney

Seconded by Chris Carter

Let’s paint the wall with information about the space, user roles, opening hours etc. Above the workshop door workshop related info. Ask for paint and equipment to be donated or look on freecycle to keep cost minimal.

Vote to paint the info wall!

Yes/No/Abstain

Workshop Lighting

Proposed by Ed Chaney

Seconded by Holly Newnham

Proposal: Workshop Lighting

The lighting levels in the workshop are particularly poor, potentially creating a hazardous environment, certainly an uninviting one. The lighting should be repaired or replaced and professionally connected to the mains. This will require incur costs for fittings, cables and a probably a friendly electrician. Estimated at £100 - £200.

Vote to renew the workshop lighting.

Yes/No/Abstain

Induction for Members and Keyholders

Proposed by Ed Chaney

Seconded by Alistair Brugsch

Proposal: Inductions for Members and Keyholders

Feedback from new members and keyholders is that very little information is available as to the running of the space. Additionally concerns were raised at previous general meetings that it was too easy for keyholders to obtain the role with no awareness of their responsibility to the space.

An induction for members and keyholders will ensure that information about use and running of the space is effectively communicated and users are fully aware of any rules or responsibilities. Inductions will be drafted and agreed by the Trustees taking into account any feedback.

Member:

Must have completed Member induction (30 day grace for existing members). Must read and accept future changes to induction within 30 days to keep the role.

Keyholder:

Must have completed Keyholder induction (30 day grace for existing members). Must read and accept future changes to induction within 30 days. Keyholders can induct members.

Keyholders may be required to open the space on a rota basis. This will be occasional and circumstances will be taken into consideration. This will be detailed in the induction or future changes to the induction.

Vote to implement inductions for Members and Keyholders.

Yes/No/Abstain

Induction for Workshop Users

Proposed by Ed Chaney

Seconded by Holly Newnham

Proposal: Workshop User Roles

This proposal introduces new roles for the workshop to address health and safety concerns. The workshop user role will require an induction which will primarily focus on risk awareness and risk management and provide a cornerstone to SMI’s ongoing health and safety policy.

Any user wanting to use the workshop will need this role, but it won’t be arduous to gain the role and mass inductions will be offered to quickly approve members to this role. In future, it may be possible to deprecate this role if every member has the role and the workshop induction forms part of a new member induction.

Tools that are stored in the clean room and are approved for clean room use will not require the workshop user role to use. This policy will be implemented in an appropriate time scale to allow for procurement and sorting of a set of appropriate clean room tools.

Workshop User:

You will be required to hold this role to use the workshop room and facilities provided within except in emergencies and to give tours of the workshop. Primary reason is to ensure that users of the workshop understand risks.

Must hold role Member, Must be approved by Workshop Superuser, Must have completed workshop induction. Must read and accept future changes to induction within 7 days.

May be required to participate in workshop events. This will be occasional and circumstances will be taken into consideration. This will be detailed in the induction or future changes to the induction.

Workshop Superuser:

Able to induct workshop users. Will need to be familiar with health and safety issues affecting SoMakeIt and help to maintain induction process. Must Hold Role Workshop User, Must be approved by 1 x Workshop Superuser, 3 x Trustee. Must have demonstrated knowledge and understanding of SoMakeIt health and safety policy and workshop induction process.

The first Workshop Superuser(s) will be appointed by the Trustees.

Vote to add new Workshop roles.

Yes/No/Abstain