Menzshed Nelson Whakatū Inc. Committee Meeting
25th February 2019
Meeting started 4:30pm Meeting finished 6pm
Chair: Phil Chapman Deputy Chair Wayne Logan Treasurer: Peter Shelton
Secretary: Graeme O’Brien
Committee Members: Gavin Cooke, Zack Domike, Cairo Hemi, Adrian Faulkner.
Present: Phil Chapman, Graeme O’Brien, Zack Domike, Cairo Hemi, Adrian Faulkner, Grant Raven joined meeting as had information pertaining to business at hand Apologies: Shane Paratene, Peter Shelton
Absent: Gavin Cooke (did not receive email)
Visitors: Al Stewart, Grant Raven, Mel Courtney.
Previous minutes: Not included. Committee agreed for them to be sent online for committee to agree true and correct. Secretary apologises for error.
Previous minutes accepted as true and correct. Proposed: Graeme O’Brien
Seconded: Peter Shelton
Correspondence:
Inwards: Member Applications. One application for project.
Outwards: Confirm receipt of applications and miscellaneous replies
Action Points from last meeting:
· Health & Safety: Fire door warning: All members better housekeeping. (Done)
· Rosters for Floor supervisors & helpers: Wayne to ask for volunteers. (Done)
· Community Requests Team: Wayne to ask workshop member to be on team. (Done)
· The Box: Chair Phil Chapman to discuss paperwork with Dennis Chair did discuss with Dennis. Dennis to present a power point. (Further discussions with partners. Chair Phil Chapman)
· The Box Committee to review Workbox Protocols and discuss at next meeting. (ongoing)
· Keys: To be reissued based on reason for having one. (ongoing)
· Keys: Graeme O’Brien to contact with Rod & Hamish. (Done)
· Parking: Chair Phil Chapman to discuss with council. (Done)
· Parking: Members to be reminded not to block Port truck access.(Done)
· Brochures: Graeme O’Brien to contact John Martin to update. (Done Zack/Wayne)
· Workshop Float: Treasurer to organise. (Done)
· Vertical Horizons: Graeme O’Brien to produce document for Chair. (Done)
Chair to discuss with Council. (Ongoing)
· Donated material etc: Graeme O’Brien to draft letter for donators outlining ownership. (To look at legal letter regarding donation & loan wording) (Ongoing)
· Funding: Phil Chapman to discuss with Chris Alison & Council (Chris Alison to apply to PHO, Smoko free policy needed. Phil to arrange policy etc)
Excess hand tools: Wayne Logan, Ken Heraty, donate to developing
country (Tools etc given to Restore)
Health & Safety:
Key Holders Item #3 Dangerous Goods #15
General Business:
Chairs Report:
As tabled by Chair Phil Chapman.
Wayne Logan letter of resignation, accepted with sadness from Committee.
Financials: Tabled
Opening balance $9222.54 Closing Balance $8468.53
Action point: Secretary Graeme O’Brien. Query: Who has responsibility to authorise workshops purchases outside of Machine shop purchases as authorised by committee?
Proposed: Phil Chapman Seconded: Zack Domike
(Update 26th Feb 2019 Grant Raven has “Purchase Book” anyone wishing to make a purchase from Mitre 10 must get a “Purchase Order from Mitre 10)
Shed Report:
As tabled by Wayne Logan. Proposed: Phil Chapman Seconded: Graeme O’Brien
1/ The Workbox:
Documents tabled by Dennis M.
Dennis is preparing a power point presentation and asks for this item to be postponed.
1a/ A proposal has been put forward by a Mr Vanya Smythe regarding the Workbox. The Secretary can give a brief outline of this from talking with Mr Vanya Smythe however until the committee has discussed the documents submitted by Dennis the proposal cannot be put forward.
Committee discussed: how this fits with the The Workbox visions & principles of Menzshed
Action Point: Phil wishes to gather more information from Dennis and partners in the Box before following this up.
2/ Keys:
The Secretary asked members who have keys if they need one and if so can they please give their reasons so that the Committee can make a decision.
Members reasons for having keys was given by Secretary Graeme O’Brien. Committee discussed & further information is needed before a decision is made. Postponed till next meeting.
3/ Key holders:
Key Holders have the ability to access and work on projects outside of normal operating hours. Although this is not an issue in it’s self the issue of members working alone is one the Committee must clarify and take responsibility for.
Committee decision: Key Holders to be reminded to follow shed rules.
“There must be a minimum of two members on site at all times during hours of operation.”
Action Point: Document to be written for Key holders to sign stating Shed rules must be abided by at all times and the responsibility of having privileged access is made clear.
4/ Workshop Team:
Organisational Structure submitted by Dennis M
Action Point:. Chair Phil Chapman will talk with Dennis M regarding draft organizational structure tabled. Complexity of structure & process to be followed.
5/ Workshop Area:
Boats in the main workshop area, Boat mould in extended area, donations that cannot be easily reused, repurposed or are of little to no value.
It is envisioned that a Workshop Team will take up much of the decision making around this matter when formed.
Committee decision: Boats to be worked on in lower level only. Workshop South wall area to be made available for work benches for members use.
A process needs to be put in place for allowing members to bring boats for maintenance etc.
Action Point: Letter to be drafted asking members to outline project and commit to a time frame for when work on boats are expected to be completed. Project to be evaluated by Committee (Workshop Team/Boat Team once formed) and decision to extend or remove be made.
(Update 26th Feb Gavin Cooke has accepted responsibility for boat workshop area. Anyone wishing to work on a boat must talk with Gavin so that the full scale of the work required can be assessed and how long this work could take. Boat owners to sign a brief contract stating time allowed for this project and conditions for committee to reassess at the end of the specified time)
6/ Rubbish:
Wayne has made arrangements. Committee to be advised. Can plan wheelie bin has been arranged by Wayne.
Committee thanks Wayne for his efforts sorting this out.
7/ Garage Sale etc /Members buying options:
To deal with the issue of the office furniture, excess tools etc a few ideas were discussed onsite with members. Garage Sale, Trade Me, Menzshed Shop.
A system has evolved were members are buying donated items. Although in principle this is a good idea there are a number of issues that the Committee may wish to discuss.
1/ Are the items being sold for a good price i.e what we can get from a Garage Sale/Trade Me/On Site shop. Does it matter?
2/ Is this a “first up best dressed” arrangement?
Does the Committee wish to put some guidelines in place?
Committee decision: Grant Raven volunteered to take on interim responsibility for inwards & outwards goods by public or members & resale of donated goods to members or public.
(Update 26th Feb Grant Raven informed the Secretary that Ken Heraty has taken on this role. The Secretary spoke briefly with Ken Heraty who has agreed to give it go and see how it goes)
Action Point: All Inwards/Outwards goods & items sold/traded to be recorded in “Shed Items Book” (within reason at ken Herety discretion) for Committee records.
Committee is aware of the responsibility placed on this role and hopes that when a Workshop Team is formed with committee approval that this role can be shared by others.
Proposed: Chair Phil Chapman Seconded: Zack Domike Passed: Unanimous.
8/ Members borrowing of tools:
Does the Committee wish to put some guidelines in place?
Committee decision: For Health & Safety reasons absolutely no power tools to be borrowed & no expendables to be taken from Shed. Tool library to be set up for tools that members may borrow. These being hand tools etc.
Acton Point: Sunday Team to work on practical application of this idea.
9/ Insurance:
Phil Chapman to update.
Chair Phil Chapman advised. Done.
10/ exMenzshed Nelson members claim for $700 debt to be repaid:
Treasurer Peter Shelton asked that his item be discussed. As a brief history from the Secretary’s understanding:
When MS Nelson & Whakatu amalgamated MS Nelson reps did ask that their constitution, website Logo etc be retained to which MS Whakatu reps did agree.
After the agreed amalgamation it was disclosed that Menzshed Nelson members had to pay out of pocket expenses of $700 to their past Chairman for the right to use the website, logo etc.
A number of ex MS Nelson members who did pay $100 each have asked that MS Nelson Whakatu reimburse their outlay.
MS Nelson Whakatu does use the Website and Logo.
Committee discussed: Chair Phil Chapman asked that this be postponed until Treasurer can speak to item & give information.
Committee agreed
12/ Menzshed Project vs Personal Project:
It seems that once Menzshed agrees that a member can do a significant project at Menzshed this by defacto becomes a Menzshed Project utilising all Shed resources.
Committee decision: Projects must come through the process already in place. There is a request page on Nelson Whakatu Menzshed website, any request in the first instance to be received through this previously agreed process.
· Projects from the Workshop to be passed to Committee for approval before being undertaken.
· Small Projects coming through the door can be accepted by Grant Raven and Committee advised or be asked to put application through Website.
· It is expected that a Workshop Team will undertake these responsibilities once formed and approved by Committee.
13/ Donations vs “On-loan”
The Committee may wish to give thought to the way in which Menzshed is acquiring machinery, tools, etc.
Items are being given to Menzshed on loan (or without any firm agreement in place) however these at times require quite a bit of time and money to be functional.
A simple document that gives Menzshed full possession to do with the item as we wish could be an easy fix.
However, at times Menzshed may wish to take an “on-loan” item as it is helpful to our operations or may be an expensive piece of equipment.
If another similar item is later donated should Menshed ask that the “on-loan” equipment be taken away and replaced with the “donated” item?
Committee Decision: Look a legal guidelines covering donations/ loans.
Action Point: Phil to ask Menzshed NZ for guidance.
14/ Vertical Horizons Proposal:
Vertical Horizons are waiting for an answer from the Committee and Council whether to further their proposal.
Action Point: Phil in ongoing discussions with Council liaison officer. Committee to be advised of outcome.
15/ Dangerous Goods:
There are a number of items that are deemed dangerous goods e.g paints, thinners, resins etc being stored on-site incorrectly.
Committee decision: Review guidelines on storage of paints etc. No solvent based paints to be accepted as donations. Paints must be moved from near electrical box as priority. Amount of paints held on site to be reduced. To be discuss with Workshop members.
Boat solvents, resins etc, to be discussed with Gavin Cooke on handling & storage etc.
Action Point: Progress on Paints.
(Update from 26th of Feb. After further review of Osh etc info, it seems that although paints are Dangerous Goods they are far down the list and Menzshed seem to be ok with storing these goods within reason. The Shed needs to be mindful of accepting any paints etc as it is difficult to dispose of. The paints should not be stored too close to the electrical switch board and a new space should be found asap.)
16/ Josh Greer application.
Josh is a Nelson Boys student and is undertaking a small business project making wooden arms for sunglasses and asked if he can do this at Menzshed,
Committee decision: Although this is outside of Menzshed normal operations it was agreed that if a member with suitable experience agrees to mentor Josh the committee feels it is worthwhile to help Josh with his venture.
Action Point: Secretary to email members asking for a mentor for Josh Greer.
(Update 26th Feb from correspondence with Josh. Josh can only work on Sundays due to School commitments.)
17/ Late items to be included at next meeting:
Port Wifi access: Port has granted access.
Toys: Menzshed/ Salvation Army Partnership. Graeme OBrien is in contact with Manager regarding wooden toys they are storing for ideas and 50/50 partnership of items sold through Salvation Army Store
Forklift: Chair Phil Chapman to advise.
Next meeting 13th Wednesday 3:30pm
Action Points:
Phil Chapman wishes to gather more information from Dennis Moriarty and partners on The Box before following this up with Mr Vanya Smythe.
Secretary Graeme O’Brien. Query: Who has responsibility to authorise workshops purchases outside of Machine shop purchases as authorised by committee?
Letter to be drafted asking members to outline project and commit to a time frame for when work on boats are expected to be completed. Project to be evaluated by Committee (Workshop Team/Boat Team once formed) and decision to extend or remove be made.
Vertical Horizons: Phil Chapman in ongoing discussions with Council liaison officer. Committee to be advised of outcome.
Inwards/Outwards goods & items sold/traded to be recorded in “Shed Items Book” for Committee records.
Progress on Paints.
Phil to ask Menzshed NZ for guidance on legal document for donations & loans.
Secretary to email members asking for a mentor for Josh Greer.
Document to be written for Key holders to sign stating Shed rules must be abided by at all times and the responsibility of having privileged access is made clear.
Sunday Team to work on practical application of Members “Tool Library”
