05/20

== Title == Hackspace structure and management

== Proposer == Marion Catlin @mario

== Date proposed == 19 October 2020

Date for Decision

Tuesday 27 October via Zoom meeting after clarification

Cost

no cost involved

What is being asked for

That, following a Zoom meeting on Tuesday 27 October, 8.30pm we trial this structure (details laid out in pdf document) which is essentially a formalisation and clarification of the way we have successfully built and run the Hackspace over the last 6 years but with modifications and adjustments to address issues that were raised during the review, as a result of the Hackspace membership increasing, more space and activities and the strains of Covid, which means we can't see each other face to face so easily. Also, over time, our processes lapsed and need re-stating.

Through this proposal, we are addressing decision-making, transparency, an AGM and clear lines of communication - that is an Admin Team to take care of day-to-day management and decisions, a team of Lead Maintainers to look after equipment tools and areas and a strategic Core Team to sort out issues, make bigger decisions that affect the whole Hackspace and membership, sort out grievances and be a final arbiter.

The model generally is one where the members run the space for the members (legal status - an Unincorporated Association) which operates in an open-source way with all members having the choice to be involved (or not) in the running of the space by being proactive, making suggestions, offering opinions and taking on roles. Other hackspace such as London Hackspace operate a Do-Ocracy where if members want to do or buy something, they make a reasoned request and if there is not significant objection, it is considered approved and they are able to take forward an action. This is a more agile way of running the space than waiting for committee meetings and approval for changes and purchases.

This is a valid and tested alternative to a more traditional elected committee system, which would take more work to set up and operate and is not preferred by many members, although some members are in favour.

I have also made suggestions about who should make up each team based on what people have offered to do. We will need to bring together volunteers for Lead Maintainer roles as there are a number of areas not yet covered but this can be fluid and develop over time.

It should be noted that whilst the review uncovered some clear lapses and failings, the majority of members are happy with the way the Hackspace is currently run. Some necessary improvements have been put in place already and will be reviewed and modified as we see how they work - eg this proposal form, the Wiki, better communications etc

Please find the presentation posted here as a pdf https://norwichhackspaceadmin.weebly.com/proposal-for-hackspace-20.html

Why/how this will be good to have

It will be good to have a comprehensive document which lays out the basic structure of the space, who to talk to and how to make things happen within Norwich Hackspace. It offers a starting-point against which to assess how we work as a group.

Who is for it

I (Marion) have put the proposal together after speaking with a number of members over the last few weeks. I have tried to be as fair as I can in taking on board other people's views whilst remaining true to my own.

I have a lot of experience with setting up and running non-profit organisations of all kinds and feel qualified to offer this option as a realistic and manageable way forward that builds on what we have already achieved, will address our issues and will not cause disruption. I have read, studied observed and researched community-led initiatives over many years. I am on several governance Boards and professionally, I advise creative businesses and organisations on the pros and cons of various structures and ways of operating. I ran Norwich Fringe Festival for 9 years on a similar model, which included managing a wide range of activities, 100s of artists and occupying a massive shoe factory as a base for artists, with no significant issues and great achievements.

I have reality-checked the proposal with a small team of members who offered to be my working party and who have agreed to out their names to the proposal ie Ben Norcutt, Alan Scrase, Barny Relph and James Mason. Toby Catlin has also said that he is for it.

As it is a major proposal, I would like to present it at a meeting so that it can be discussed and adopted. This meeting will be open to all members and take place via Zoom on Tuesday 27 October 8.30pm. This gives members just over a week to read the proposal which can be downloaded here https://norwichhackspaceadmin.weebly.com/proposal-for-hackspace-20.html