Plenum, Tuesday 13, 2012 (Public Holiday??)

[Juanita]

Plenum was scheduled for 13 November without anyone realising this is a public holiday. Is there any feeling in the group that this should be postponed to a later date as people will be out of town?

Please add any agenda items here, to add an item you need to commit to attend (or have a proxy say your piece).

There was a discussion post last plenum around events policy for which a separate post will be made. We respect your feedback as members and friends of HSG and would like to gather this before we go ahead with the events discussion listed in the agenda. Or please attend the plenum and join in the discussion in person.

Agenda carried forward:

1. Ninjas

• Membership Ninja: Issues memberships, issues shutter keys and pin codes to new members and collects $2 from them for keys. 
• New address rental ninja: ditto above
• New locker rental ninja: ditto above
• Namecard ninja: help members generate new namecard templates: KIVCJ to send out the template to new members
• Email addresses ninja: manage the @hackerspace.sg email addresses: CJ

 KIV until next plenum when a new policy and process is decided

2. Finances

• Cheque deposit ninja: write account details on back and cheque and deposit
• Donations clearing ninja: KIV to new process
• Finance ninja: Prepare cheques for signature when payments are due, liaise with accounting firm when required, ensure bank statements and financial documents are collect, answer queries on finances from accounting firm, download paypal reports.
• Physical Mail Checking Ninja: Check mail once a week
• Establish Petty Cash Procedure for common expenses (Juanita pending appoinment of Kolibri by board) 
  
• Continue review of Membership NOT DONE
•  To discuss with the landlord about the sharing of responsibilities for replacement of aircon, purchase dyson system.

 KIV role until next plenum when new policy and process is decided and finances are available

3. Review Policy / T&Cs - 1) locker + 2) mail service + 3) events curation + 4) membershipNOT DONE

KIV until future plenum

 

4. Refine membership/sign up process and policy 

5. Membership tier review project to be defined as a side interest project for now

6. Events Policy - Refine, document, ratify and publicise

[ChrisChong]

Yes, please, I would appreciate it if we could push it to the 14 November, Wednesday instead? I have made plans for Tuesday since it is a public holiday, and would very much like to attend the plenum.

Best regards

Chris

[Alvin Jiang]

The plenum model (and most other matters, including the events policy),
is derived from Hackerspace design patterns:

http://hackerspaces.org/wiki/The_Plenum_Pattern

We have it on a regular basis, same day every month so it's easy to
remember.

We also have it once a month (not ad hoc nor as often as possible) so
that everyone has a fair chance to plan for and attend.

There's no reason to move it just because it's a public holiday,
although there's also no reason we can't if important people (such as
the guy with the accounts) or many people are not available on that day.

I think it's easiest if we stick to the original day.

Since we also need to discuss an upcoming event let's also try not to
push it too far so we can have an answer in good time.

On 10.11.2012 12:09, Juanita wrote:
> Plenum was scheduled for 13 November without anyone realising this is
> a public holiday. Is there any feeling in the group that this should
> be postponed to a later date as people will be out of town?
>
> Please add any agenda items here, to add an item you need to commit
> to
> attend (or have a proxy say your piece).
>
> There was a discussion post last plenum around events policy for
> which
> a separate post will be made. We respect your feedback as members and
> friends of HSG and would like to gather this before we go ahead with
> the events discussion listed in the agenda. Or please attend the
> plenum and join in the discussion in person.
>
> Agenda carried forward:
>
> 1. Ninjas
>

> * Membership Ninja: Issues memberships, issues shutter keys and pin

> codes to new members and collects $2 from them for keys.

> * New address rental ninja: ditto above
> * New locker rental ninja: ditto above
> * Namecard ninja: help members generate new namecard templates:

> KIVCJ
> to send out the template to new members

> * Email addresses ninja: manage the @hackerspace.sg email addresses:
> CJ
>
> KIV UNTIL NEXT PLENUM WHEN A NEW POLICY AND PROCESS IS DECIDED
>
> 2. Finances
>
> * Cheque deposit ninja: write account details on back and cheque and
> deposit
> * Donations clearing ninja: KIV to new process
> * Finance ninja: Prepare cheques for signature when payments are

> due,
> liaise with accounting firm when required, ensure bank statements and
> financial documents are collect, answer queries on finances from
> accounting firm, download paypal reports.

> * Physical Mail Checking Ninja: Check mail once a week
>
> * Establish Petty Cash Procedure for common expenses (Juanita

> pending
> appoinment of Kolibri by board)

> * Continue review of Membership NOT DONE
> * To discuss with the landlord about the sharing of responsibilities

> for replacement of aircon, purchase dyson system.
>

> KIV ROLE UNTIL NEXT PLENUM WHEN NEW POLICY AND PROCESS IS DECIDED
> AND
> FINANCES ARE AVAILABLE

>
> 3. Review Policy / T&Cs - 1) locker + 2) mail service + 3) events
> curation + 4) membershipNOT DONE
>

> KIV UNTIL FUTURE PLENUM

>
> 4. Refine membership/sign up process and policy
>
> 5. Membership tier review project to be defined as a side interest
> project for now
>
> 6. Events Policy - Refine, document, ratify and publicise
>

> --
> --
> Chat: http://hackerspace.sg/chat [1]
>
>
>
> Links:
> ------
> [1] http://hackerspace.sg/chat

[Alvin Jiang]

btw, I just checked the calendar and the "original day" is 3rd Tuesday
of every month, which is 20th Nov not 13th.

So... either have it on the 13th and discuss it all, or split it to
discuss the event matter on 13th as a special plenum to decide this
matter and have our regular plenum on the 20th.

(And the only reason for having a special plenum is to be able to give
an answer on the event)

> --

[Juanita]

Finances will not be ready by 13th as the documents have not been
fully handed over so that financial statements can be put together. I
will be collecting these tomorrow and it is highly unlikely 2 years of
finances will be ready by next Tuesday 20th either.

[Alvin Jiang]

In that case lets stick to the original date of the 20th as there is now no urgency to discuss the Nov 30th event (which was withdrawn).

Would be good if you can give us an update of progress on the 20th, but the finances can wait - it's been 2 years; what's another month?

[Juanita]

Renamed thread then.

If anyone has other topics to discuss please add them here.

On Nov 12, 12:17 pm, Alvin Jiang <aji...@gmail.com> wrote:
> In that case lets stick to the original date of the 20th as there is now no urgency to discuss the Nov 30th event (which was withdrawn).
>
> Would be good if you can give us an update of progress on the 20th, but the finances can wait - it's been 2 years; what's another month?
>

[Roland Turner]

20th is good