Skip to content

Add 2025-10-28 board minutes #179

New issue

Have a question about this project? Sign up for a free GitHub account to open an issue and contact its maintainers and the community.

Sign up for GitHub

By clicking “Sign up for GitHub”, you agree to our terms of service and privacy statement. We’ll occasionally send you account related emails.

Already on GitHub? Sign in to your account

Merged
rjackson merged 1 commit into from
Nov 11, 2025
Merged

Add 2025-10-28 board minutes #179

Changes from all commits
Commits
Show all changes
1 commit
Select commit
File filter

Filter by extension

Filter by extension
Conversations
Failed to load comments.
Loading
Jump to
Jump to file
Failed to load files.
Loading
Diff view
Diff view
182 changes: 182 additions & 0 deletions docs/governance/board_minutes/2025/2025-10-28.md
View file
Open in desktop
Original file line number Diff line number Diff line change
@@ -0,0 +1,182 @@
# 2025-10-28
## Meeting Information
- **Meeting Date/Time:** 2025-10-28 19:00:00
- **Meeting Purpose:** Board meeting
- **Meeting Location:** Wellington House

## Attendees
People who attended:

- Joe Christian
- Rob Jackson
- Jordan Colclough
- Ross Ballinger
- John Deptford


## Agenda Items

<table>
<thead>
<tr>
<th>Item</th>
<th>Description</th>
</tr>
</thead>
<tbody>
<tr>
<td>Round up of the last year</td>
<td></td>
</tr>
<tr>
<td>Aims and achievements of the previous board</td>
<td></td>
</tr>
<tr>
<td>Brief introduction of new board members</td>
<td>History at Hackspace, brief hopes for term, what skills they bring and their availability</td>
</tr>
<tr>
<td>Overview of how the company works</td>
<td></td>
</tr>
<tr>
<td>Collective Responsibilities</td>
<td></td>
</tr>
<tr>
<td>Splitting the roles</td>
<td></td>
</tr>
<tr>
<td>Formal handover check list</td>
<td>
<ul>
<li>What needs doing</li>
<li>Who to contact</li>
<li>Legal process</li>
<li>Old board de-registering</li>
<li>New board registering</li>
<li>Handover of digital assets inc. changing of passwords where required</li>
</ul>
</td>
</tr>
<tr>
<td>Accounts/Finance</td>
<td>
<ul>
<li>Bank Account - Natwest</li>
<li>Annual Accounts</li>
</ul>
</td>
</tr>
<tr>
<td>Tenancy/The building</td>
<td></td>
</tr>
<tr>
<td>Individual Responsibilities</td>
<td></td>
</tr>
<tr>
<td>Contact and communication with the membership</td>
<td></td>
</tr>
<tr>
<td>Contact and communication with each other</td>
<td>
<ul>
<li>Methods of contact</li>
<li>Document storage</li>
<li>Next meeting</li>
</ul>
</td>
</tr>
<tr>
<td>First tasks</td>
<td></td>
</tr>
<tr>
<td>AOB</td>
<td>
<ul>
<li>Hack the space weekend</li>
<li>Robs CCTV</li>
</ul>
</td>
</tr>
</tbody>
</table>


## Discussion

- **Round up of the last year**
- **Aims and achievements of the previous board**
- Update board handover to include checklist
- Recap of previous boards aim and goals (compliance and events)
- Love for Mike 🥰
- **Brief introduction of new board members**
- Intro from Individual Board members
- Ross explained ideas for how to link in with local industries
- **Overview of how the company works**
- **Collective Responsibilities**
- Touched on training funds and wellbeing support
- Safeguarding explained
- Roles explained
- **Splitting the roles**
- John interested in Development and Treasurer
- Rob supporting main Treasurer, continuing Digital, needs to have official handover from Harvey
- Jordan for Secretary, support on events and comms
- Ross for Infrastructure, Community Liaison
- Joe for Chair
- **Formal handover check list**
- Trello awareness
- **Accounts/Finance**
- Going to need accountant going forward and refresh how money is handled
- Finances are good, reserve is incrementing ~ £900pm increase, £36,000 in reserve
- **Tenancy/The building**
- Building alarm location discussed
- Northern are Landlord and agents
- **Individual Responsibilities**
- Rob and Ross to be DPO
- **Contact and communication with the membership**
- Telegram Vs forum, how to handle
- Discussed how to separate board talk and personal talk
- GitHub is online document hub, google drive is for board storage

- **Contact and communication with each other**
- Board meeting after 6 weeks, then deep dive after 6 weeks, repeat
- Next Board Meet on 19/11/25
- **First tasks**
- Ed Bray wants to help Christmas party
- Ross mentioned display screens?
- **AOB**
- **Hack the space weekend**
- **Robs CCTV**
- CCTV pros and cons
- Future Deep Dive topics
- How to do team budgets

## Actions

| Item | Responsible |
| ---- | ---- |
| Update PPE template board threshold | Rob |
| Resolution of board member positions for companies house | Joe |
| Need to get members to sign H&S | Rob |
| New Board members to give Rob their email address for 1Pass | Rob |
| All board members to verify identity with companies ( link sent via telegram ) | Joe |
| Joe to update forum | Joe |
| Rob to update members system +ReDash | Rob |
| Joe to update telegram permissions | Joe |
| Rob organise NatWest cards and banking | Rob |
| Rob to sign off annual accounts | Rob |
| Maybe create Pin on telegram with legal jargon | John |
| Add mod bot to AC chats? | Unclear |
| Joe to add me aboard to Trello | Joe |
| Jordan to lead on the HTSD on 15th | Jordan |
| Ross to lead on the HTSD on 16th | Ross |
| Ross to lead contact with Ed about Christmas competition | Ross |
| Joe to put new team budgets wording on GitHub | Joe |
| Joe to pass out skills analysis to board members | Joe |