Meetings/Minutes/2019/11/12
Members Meeting @ The Space, 8pm 12/11/2019
Summary
The main decisions to come out of this meeting are regarding the do-ocracy or member-run status of So Make It. After a lot of discussion regarding the role of the trustees, it seems to be a good time to reinvigorate the original model that So Make It was founded on.
Every second Tuesday, there will be a members' meeting at the space, commencing at 8pm. These meetings should have a chair and minute-taker but that's all, so any two members can hold the meeting. An agenda may be agreed in advance but is not compulsory. One matter that should be decided at each meeting is the focus for the next Hack The Space day, ideally with a member agreeing to coordinate the activity.
Hack The Space days will be held on the last weekend of every month, on alternating Saturdays and Sundays. These are in the calendar.
A theme that came up repeatedly at the members' meeting was that people aren't sure what they are allowed to do and what they should be doing. It is my hope that every member is reminded that they are what makes So Make It run. If members aren't engaged in keeping the space clean, safe, welcoming, and usable, then these things will not be done and So Make It will close. To that end, it is likely that changes to the conditions of membership will follow in the coming months. A minimum number of days or activities of engagement may be expected as a requirement for ongoing membership.
It is every members responsibility to look after the space and that extends beyond rinsing out a coffee mug or vaccuuming some sawdust.
Members present
Ed, Graeme, Dean, Ben J, Holly, Paul, Glyn, Sarah (not a member yet)
Chair: Holly Minutes: Ed
Ed passes on message from Ben C. he has had to work late away from home and can’t make it.
Item 1: Trustee proposal for EGM
Holly reads proposal. (See https://docs.google.com/document/d/1bqlSFNX2ofZ5e-6HVZB2GJnY0_IQqx06M3liUklSNos)
Glyn asks if is online - yes link to doc.
Holly says EGM has to take place as 5% requested.
Bracken has said that trustees don’t have to hold an EGM or AGM.
Ed explains that members can compel trustees to take actions.
Ben J: If space is member run then it shouldn’t be possible for members to hold an EGM or AGM and the trustees ignore it.
Holly: The space is member run because the trsutees allow it (in that they are directors of a ltd co). The trustees have been stand-offish. Both good or bad.
Ben J: there are members that seem to want to use the space “i pay my fees so i do what i want and other people will clean etc”.
Holly: More recent move towards trustees making more decisions. However, lots of inertia to get over.
Holly: This [proposal] doesn’t solve the problem. 1st proposal was just copy of Notting H. Not resolving our systemic failures. Get members together and talk about the future - get people engaged.
Ben J: Do you think Members that are against it think that something needs to change?
Holly: Unknown. Some people not engaged with space, see this as drama. Perhaps some anger.
Ben J: 1. With proposal, 2. Stay the same, 3. Problem, but different solution. There has been no counter proposals. Just negative response from some members.
Holly: Thinks that Ben C is not engaged in this proposal and doesn’t seem to own it.
Holly thinks we should wind back and find the problems. She says it was hard work with existing trustees and difficult to have meetings.
Ben J: There may be need to have a massive overhaul of the space.
Holly: People need to put the effort in if they want the space to be better (or even to continue).
Ben J: It’s clear there are dedicated members that help out, do stuff for the space as well as themselves. Then there are others that come less often, perhaps used to. They will come to AGM and vote, but then we don’t see them again (perhaps they come out of hours). Larger proportion of members just use the space, come use it and leave. Not interested in how its run or how to make it better (not saying its wrong).
Ed: I don’t think that somake it has ever been “member run” since I’ve been a member.
Holly: perhaps it was at the start
Ben J: We need more framework, decision making process etc. Do-ocracy has often been undone by people saying no - which switches people off from doing and breaks the system - makes people not want to do. Criticism puts people off.
Ed: The proposal doesn't stop any of these things from changing. Whichever way the space is run.
Holly: Reminds us that Trustees did try to have meetings and did take minutes. The meetings were not secret. If Ed didn’t organise meetings they didn’t happen. Very demoralising.
Ben J: turnover of trustees and gap year (prevent burnout etc). If you want to be a trustee you should be able to give the time. Some current trustees perhaps don’t see that or can’t or feel that there aren’t enough people standing by.
Ed: agreed there are reasons that current trustees are experiencing problems
Holly: Some trustees don’t have the time are trustee in name only. Has also experienced change in energy from starting to be a trustee, and observed the difficulty of changing the culture in the trustees.
Dean: This suggests we have to redesign the whole system - as in we don’t have a choice. If we don’t, it will break. Don’t pull the house down before you have a plan.
Ed: I agree, yet current we do not have a functional trustee team - we struggle to signup new members, no trustee meetings, no visible accounts etc.
Holly: Plan of action, not an EGM, members meeting, doodlepoll, max number of people here with agenda. More discussion. On the back of that have an EGM pass proposals.
Ben J : Onboarding members does not need so many trustees. Just 1, plus some members. Should be administered by members. “Membership officer”.
Ed & Holly: Agree with trustees.
Ed: Please not too many roles.
Holly: Applied to be Admin, but not approved.
Ed: I think that it shouldn’t be a big ask to have 1 trustee at least once per week.
Holly: If admins do take on more responsibility, the trustees shouldn’t be useless.
Ed: Note that I realise I can’t be a trustee for ever - my job will take me away to sea and it is likely I will need to stand down in due course. Anecdotally I am (and Holly) is aware that many or all of the trustees are willing or likely to stand down. The proposal is aiming to put in place a procedure to replace trustees and ensure rotation.
Ben J: Believes most trustees stood down because of burnout, or not enough time.
Ben J: AGMs EGMs are potentially a waste of time? Can we replace it with online vote?
Ed: We can do whatever we want! But online polls might encourage people to no-vote when they don’t even come to the space. EGM/AGM should be for 1. Constitutional, 2. Appointing trustees.
Ben J & Holly: We could have members meeting. With structure.
Ed: Can’t we just do it? (members meeting)
Holly: Have a big members meeting 1st. Get everyone along, then have them going forwards.
Ben J: Calendared, set time. Members that come make the decisions.
Ed: We could set the min at 5%?
Holly: How do we move forward?
Ben J: This is a members meeting.. We can decide? And Do?
Holly: Suggest members meeting on Twosday (2nd tuesday of each month).
Ben J: Should we have them more frequently?
Ed: Perhaps monthly meeting, plus additional meetings if members call them?
Holly: Idea is to empower members. Not bring too many things the meetings - allow do-ocracy. Use meetings to bounce ideas or talk about big changes.
Ben J: Members should use the meetings as a sounding board to check it meets criteria (rules/legal etc). If it’s allowed do it. Leave in place the small change “discuss informally and do”.
VOTE: To put Members meeting 2nd Tuesday of each month on the calendar (Twosday). Members meeting to be chaired, minuted and published within 48 hours.
Vote was unanimous YES.
Ed: I have changed our calendar.
Holly will explain on googlegroup / slack what we hope to achieve at members meeting.
Graeme: Should we publish the agenda before the meeting? Could we put the agenda on the google group / wiki.
Ben J: Not too formal. The agenda should be there to guide but items that are not on it can still be raised. Don’t need an agenda to have a meeting.
Ed: People should expect decisions to be made.
Holly: Chair and minute takers should step forward, perhaps at the previous meeting.
Ben J: Can we set some long term goals.
Ed: Can we put hack the space on the calendar. And talk about hack the space goals at the members meetings?
Ed: Alternate sat / sun monthly. Near the end of the month - depending on options on google calendar.
VOTE: To put Hack the Space on the calendar.
Blake arrives.
VOTE passed with no objections.
Ed: I have put that into the calendar, though I have not set a time.
Graeme: Should being a member include an agreement to attend at least 1 Hack The Space each year.
Holly: 2?
Ben J: Compares to sailing club where he has to give 2 days per year. Says it is common.
Holly: Reservations of the implementation as we do not have a way of tracking this. Also we will struggle with the action of talking to every members.
Ed: Who would that action be on to make that happen?
Ben J: We could set up a register. Analyse data.
Holly: Who will set up the register?
Ben J: Discusses the fact that H&S implications of volunteering for the space. At the meeting where you decide - someone must take on a leadership role for that.
Blake: Knock up simple register?
Guest: Keep it simple!! Physical cards? Countersigned?
Paul: Remember the awesome board!!
Ed: Is anyone volunteering to make a register?
Blake: Can I do it on googledocs? Some discussion about how out google drive works?
The EGM:
Blake: I would be happy for the trustees to decide this.
Holly: The trustees don’t have meetings…
Holly: Looking at the proposal, concerns that we should be cautious about taking the decision too soon.
Ben J: Thinks we should, but should make sure there are trustees willing to stand.
Some members are worried that there won;t be, but agree there is an issue.
Holly: Suggest wait till AGM.
Some long discussion about the EGM which I failed to minute.
Holly: Can we add a proposal that defines the trustee role and responsibilities? If those responsibilities are not being fulfilled by the current trustees, the members should be made aware and be aware that the space may need members to step up to be a trustee, if these proposals pass.
Ed: I think the current trustees are not fulfilling their responsibilities. Dean: Could more money make it easier? Events eg comedy night?
Holly: Someone will have to run it?
Blake: How much do the current trustees know about being a trustee?
Holly: Mostly deal with legal stuff ok.
Ed & Holly: Reminded of the time previously we didn’t have insurance and the trustees didn’t really act to resolve this and let the space carry on being open.
Blake: that is not a vote of confidence. Potentially whoever takes over will have to start from scratch.
Dean suggests employing someone. Again requires money.
22:49 Meeting end