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Add 2025-10-28 board minutes
Uploading on behalf of Jordan because Github is difficult to use
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‎docs/governance/board_minutes/2025/2025-10-28.md‎

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# 2025-10-28
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## Meeting Information
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- **Meeting Date/Time:** 2025-10-28 19:00:00
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- **Meeting Purpose:** Board meeting
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- **Meeting Location:** Wellington House
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## Attendees
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People who attended:
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- Joe Christian
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- Rob Jackson
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- Jordan Colclough
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- Ross Ballinger
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- John Deptford
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## Agenda Items
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<table>
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<thead>
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<tr>
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<th>Item</th>
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<th>Description</th>
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</tr>
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</thead>
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<tbody>
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<tr>
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<td>Round up of the last year</td>
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<td></td>
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</tr>
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<tr>
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<td>Aims and achievements of the previous board</td>
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<td></td>
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</tr>
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<tr>
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<td>Brief introduction of new board members</td>
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<td>History at Hackspace, brief hopes for term, what skills they bring and their availability</td>
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</tr>
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<tr>
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<td>Overview of how the company works</td>
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<td></td>
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</tr>
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<tr>
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<td>Collective Responsibilities</td>
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<td></td>
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</tr>
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<tr>
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<td>Splitting the roles</td>
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<td></td>
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</tr>
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<tr>
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<td>Formal handover check list</td>
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<td>
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<ul>
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<li>What needs doing</li>
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<li>Who to contact</li>
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<li>Legal process</li>
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<li>Old board de-registering</li>
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<li>New board registering</li>
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<li>Handover of digital assets inc. changing of passwords where required</li>
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</ul>
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</td>
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</tr>
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<tr>
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<td>Accounts/Finance</td>
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<td>
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<ul>
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<li>Bank Account - Natwest</li>
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<li>Annual Accounts</li>
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</ul>
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</td>
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</tr>
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<tr>
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<td>Tenancy/The building</td>
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<td></td>
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</tr>
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<tr>
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<td>Individual Responsibilities</td>
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<td></td>
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</tr>
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<tr>
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<td>Contact and communication with the membership</td>
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<td></td>
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</tr>
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<tr>
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<td>Contact and communication with each other</td>
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<td>
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<ul>
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<li>Methods of contact</li>
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<li>Document storage</li>
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<li>Next meeting</li>
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</ul>
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</td>
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</tr>
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<tr>
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<td>First tasks</td>
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<td></td>
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</tr>
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<tr>
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<td>AOB</td>
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<td>
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<ul>
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<li>Hack the space weekend</li>
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<li>Robs CCTV</li>
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</ul>
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</td>
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</tr>
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</tbody>
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</table>
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## Discussion
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- **Round up of the last year**
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- **Aims and achievements of the previous board**
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- Update board handover to include checklist
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- Recap of previous boards aim and goals (compliance and events)
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- Love for Mike 🥰
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- **Brief introduction of new board members**
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- Intro from Individual Board members
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- Ross explained ideas for how to link in with local industries
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- **Overview of how the company works**
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- **Collective Responsibilities**
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- Touched on training funds and wellbeing support
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- Safeguarding explained
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- Roles explained
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- **Splitting the roles**
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- John interested in Development and Treasurer
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- Rob supporting main Treasurer, continuing Digital, needs to have official handover from Harvey
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- Jordan for Secretary, support on events and comms
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- Ross for Infrastructure, Community Liaison
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- Joe for Chair
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- **Formal handover check list**
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- Trello awareness
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- **Accounts/Finance**
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- Going to need accountant going forward and refresh how money is handled
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- Finances are good, reserve is incrementing ~ £900pm increase, £36,000 in reserve
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- **Tenancy/The building**
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- Building alarm location discussed
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- Northern are Landlord and agents
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- **Individual Responsibilities**
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- Rob and Ross to be DPO
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- **Contact and communication with the membership**
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- Telegram Vs forum, how to handle
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- Discussed how to separate board talk and personal talk
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- GitHub is online document hub, google drive is for board storage
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- **Contact and communication with each other**
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- Board meeting after 6 weeks, then deep dive after 6 weeks, repeat
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- Next Board Meet on 19/11/25
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- **First tasks**
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- Ed Bray wants to help Christmas party
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- Ross mentioned display screens?
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- **AOB**
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- **Hack the space weekend**
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- **Robs CCTV**
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- CCTV pros and cons
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- Future Deep Dive topics
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- How to do team budgets
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## Actions
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| Item | Responsible |
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| ---- | ---- |
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| Update PPE template board threshold | Rob |
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| Resolution of board member positions for companies house | Joe |
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| Need to get members to sign H&S | Rob |
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| New Board members to give Rob their email address for 1Pass | Rob |
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| All board members to verify identity with companies ( link sent via telegram ) | Joe |
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| Joe to update forum | Joe |
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| Rob to update members system +ReDash | Rob |
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| Joe to update telegram permissions | Joe |
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| Rob organise NatWest cards and banking | Rob |
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| Rob to sign off annual accounts | Rob |
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| Maybe create Pin on telegram with legal jargon | John |
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| Add mod bot to AC chats? | Unclear |
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| Joe to add me aboard to Trello | Joe |
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| Jordan to lead on the HTSD on 15th | Jordan |
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| Ross to lead on the HTSD on 16th | Ross |
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| Ross to lead contact with Ed about Christmas competition | Ross |
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| Joe to put new team budgets wording on GitHub | Joe |
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| Joe to pass out skills analysis to board members | Joe |

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