Swansea Hackspace AGM 2015 - 7pm Thursday 26th Feb 2015

Location: Swansea Hackspace, 4th floor, TechHub Swansea, 11 Wind St, Swansea.

Present:

• Justin Mitchell [JM] (Chair, Director)
• Gerrit Niezen [GN] (Director)
• Keith Webb [KW] (Director)
• Imran Hussain [IH]
• Tim Clark [TC]
• Callum Massey [CM]
• Thomas Lake [TL]
• Neil Jones [NJ]
• Emyr Morris [EM]
• Sharon Mitchell [SM]
• Dick Porter [DP]
• David Rankin [DR]
• Graham Owens [GO] from 19:08
• David Davies-Day [DD] from 19:13

Proxy votes:

Valid notices received from Ceri Clatworthy and Gwion Davies. Both votes delegated to JM as Chair of the meeting

1. Distribute Millionaire's Shortbread

 Shortbread was distributed to paid members
 JM noted that our first AGM is a few months late, and our financial year end is November

2. Financial Summary

 SM:
 Financial summary given with reference to the Accounts Report, which was explained.
 £1000 profit generated from signup and membership fees as well as the Pay As You Consume box

 Q: How many members do we have? (EM)
 (SM) 34 signups over the last year, but consistently averaging 25 members.
 (JM) Needed 23 members by month 7, achieved by month 2. 
      Recruitment has since stagnated. No new members from SWAMP fest, which was disappointing.
 (JM) Similarly January's introduction workshops lead to new faces appearing and expressing interest.
      Yet to lead to new signups.

 Q: How much do we make from food, drink, filament etc? (NJ)
    (SM) Hard to tell as only one box. Approximately twice as much income as costs.

 Q: Did all income from 3D printer upgrade pledges arrive? (EM)
    (SM) Yes, all arrived and spent and part waiting to be assembled

 SM was thanked for preparing the accounts.

 JM noted that money has since been spent on furniture and consumables, 
 and some has been retained as a buffer for rent and insurance.
 Fixed costs are currently covered by membership subscriptions (Rent, insurance). 
 Additional money is from the "shop" side of the space.

3. Pledge Drives - past, present, future

 JM:
 3D printer pledge successful. All parts purchased, but subsequent issues with the printer and 
 the new control board mean that the printer is still out of use.
 Laser cutter pledge drive has stalled at ~50%. Will need to investigate other funding sources. 
 Lottery funding considered, but would require a project based approach with defined goals.
 Communities 2.0 possible source of funding, depending on their requirements. 
 GN clarified that laser cutters etc still meet definition of IT equipment

 Q: Has the hackspace completed any of the projects proposed by Techhub? Possible cause of delay (GO)
    (JM) Ideas and suggestions given, but projects stalled with Techhub. Largely waiting on decisions/equipment
    (KW) Offered to help talk to Techhub
    (SM) Hasn't pledged for laser cutter as previous pledge still unfulfilled. 
         Unable to take advantage of the upgrades paid for to date.

 A brief discussion of the state of the 3D printer followed

4. Expansion - How to do it, where to go

 JM:
 Current space has been good, but is a little cramped. JM has discussed other spaces in the building
 with Techhub, possibly including use of the 1st floor. ~1100 ft^2 with toilets, small office and kitchen. 
 although rent is currently beyond our means.

 Slightly better arrangement of space as well (more square). Would allow more clearly defined areas of
 the space, but not viable at this time.

 A sharing arrangement was mentioned, sharing costs and the space with another company, 
 although this appears to have fallen through.

 GN:
   Recently visited premises on the High Street (old Iceland building). Ground floor occupied 
   by Volcano Theatre, top floor occupied by Elysium gallery. Middle floor still empty.
   Photos were passed around.

   Potential to rent a space around twice the size of the current space. External and electronic access possible.
   Disadvantages: No superfast broadband - ADSL or similar. Some smaller rooms available that we
                  might be able to rent for equipment e.g. Mill.

   Rent of 1st floor probably beyond our means. Co-locating with Elysium may be a more sensible option

   Old warehouse/storage space between High Street and the Strand due to be refurbished 
   by Jan 2016. New building adjacent called "Creative Cluster".

   Of the two, Creative cluster slightly more expensive. 
   KW pointed out this is more or less full commercial rate.

   Still empty space in Indycube building.
   Very recently had conversation regarding Bay Studios (old Visteon site). Quite a lot of spare space, 
   probably available at reasonable rates. Proximity of new university campus would yield better transport links

 GO: Shop front type properties?
     Concerns voiced re: business rates and availability.

 Discussion took place with regard to charity status and community interest companies. 
 Potential advantages with regards to business rates etc, but also additional hoops to 
 jump through and restrictions.

 EM: Pontardawe looked at CIC regarding Community Radio station

5. Recruitment and Advertising

 A discussion took place regarding ideas for improving signup and retention.
 Signup fee:
  The signup fee was originally added in order to cover rent and expenses while membership was built up.
  There was some discussion about discounting the fee for members who commit to standing orders/recurring
  payments, and what to do if the standing order was later cancelled.

 JM:
   A trial agreement had been made with the university Make Soc to allow them use of hackspace facilities 
   for meetings at £1/head/meeting and 1 key was given to a responsible member.
   The society haven't taken advantage of the arrangement yet.

 Potential reasons for this were discussed, including ready access to other meeting spaces within the 
 university for societies.

 As there was interest expressed initially, it may be useful to find out why the society haven't made
 use of their access to the space.

 Further discussion of the Volcano/Elysium space took place, including the issues of noise 
 (both in terms of impact on our neighbours, and conversely its impact on the activities we can carry out)


 NJ:
    Could place posters in council libraries. Should be able to give to central library for distribution.
    There may also be exhibition space available in libraries. Not sure how that would work, 
    but might be worth investigating

 Exhibition suggestions: 3D printed collection of parts, examples of projects etc.

 GN: Waterfront museum have run soldering etc workshops. Could hackspace provide that sort of event?

 Use of the wiki on the Hackspace website to display ongoing and completed project information.
 Some members use their own existing blogs to write up projects.

 Concerns were raised about 'dating' the website if content isn't updated frequently enough.
 A planet feed was suggested, bringing in relevant content from members own blogs/sites

 Other options mentioned:
 * Try to get newspaper coverage of projects.
 * If members have opportunity to give a talk about the Hackspace, they should try to take advantage of it.

 Action: JM will email list to ask for volunteers to design a promotional poster

6. SWAMP Fest/Maker Faire

 Q: Do we want to repeat it?
    Consensus was yes, but that we need to start organising it soon in order to avoid some of the issues
    from last year (too short notice for some potential exhibitors)

 Some suggestions for improvement:
 * Longer, day long drop in sessions for activities would probably work better than the
   timetabled workshops run by the Hackspace last time

 * Longer activities allow for a single supervisor, with multiple worksheets to allow people to work at own pace.

 * Takeout kits could be sold by the Hackspace on a for profit basis at the same time

 * "Messier" activities (paint/craft activities etc) an option if people are willing to run them

 Action: SM asked to talk to last years stallholders and potential stallholders to gauge interest and availability.

 Broad consensus to aim for an October repeat, but scope to vary dates to suit some of the previously contacted stalls

4. Expansion (Again)

 Following from SWAMPfest discussions, further discussion of potential spaces took place.

 The Volcano/Elysium space is almost achievable, and could probably be covered from the "shop"
 funds if we decided it were worth the risk.

 This would however stop the space building additional surplus until membership numbers rise further.

 GO suggested a Pareto Front analysis based on questionnaire ranking desired facilities/features we need.

 Other points raised included:

 * Trying to appeal to a wider membership in order to increase the skills and expertise within the space
 * If the Hackspace intends to move as it grows, premises should judged as being a good next step, 
   rather than just whether they would be suitable for (varied) desires of the current membership.
 * Accessibility of spaces needs to be considered - both for private vehicles and public transport.
 * Need to keep in mind that current rent is all inclusive. Should be the same with Elysium/Iceland building

 Action: GN to continue investigating both Bay Studios and Elysium space.

 Consensus to keep investigating options, with the Volcano/Elysium space being preferred
 of the currently available options if a decision is made to move.

7. Correction of article 38 C iii

 A mistake had been found in Articles of Association - Clause 38Ciii is a repeat of 38Cii.
 It was proposed that this should read "the substance of the discussion". [Exact wording required]

 Motion passed by show of hands (unanimous)

8. Election of Directors, by Poll

 As Chair of meeting, JM called for votes to be made by secret ballot.

 5 candidates standing, each required a simple majority Yes/No vote to be elected
 Each candidate given opportunity to make brief speech outlining reasons they should be elected
 Speeches given in alphabetical order, reflecting order given on ballot paper.
 Require minimum of 3 directors, up to maximum of 9 although only 5 candidates.

 EM nominated to count ballots, as a member not standing for election.

9. AOB

 Media Contact:
   As a group, we have no designated media contact.

   After a discussion of the responsibilities of the role (Keeping press up to date, 
   contacting potential sponsors etc.), it was agreed that DD + NJ to work together
   as media contact.

   SM pointed out that she has had projects featured by Adafruit on their blog. 
   Would be an example of content to promote to local press.

   EM suggested need for other members to feed back to DD + NJ about outlets and media
   that we can push content to.

   Discussion re: projects around reuse/recycling - 
    - Bluetooth gramophone, fix up old audio equipment etc, 
      and "flash" projects that could gain some publicity.

   It was suggested that press releases don't need to be exclusively in a traditional form
   3D printed objects might help gain some attention (Company logos etc)

   Q: What service does the Hackspace aim to provide?
      Responses included access to tools and the collective knowledge of our members.
      It was also noted that businesses aren't our main target, we're targeting individuals

JM thanked attendees, meeting officially closed at 20:50