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committee:committee_meeting_2018.12.22

Committee Meeting 2018.12.22

Agenda

  1. Review Previous Meeting's Minutes
  2. Review Previous Meeting's Action Items
  3. Correspondence
  4. Property Report
  5. Chairman's Report
  6. Treasurer's Report
  7. Expenses For Approval
  8. Membership Report
  9. Officer Reports
  10. Event/Workshop Coordinator Reports
  11. Subcommittee Reports
  12. Other Business (add one-off agenda items here)
    1. Post Canning wrap up/summary
    2. New UPS setup for front door. Estimated budget $200
    3. Big Red (update and general laser reimbursement requests)
    4. Servers
    5. Office cleanup
    6. Promotions subcommittee
    7. Purchases
    8. Can add items up to 48 hours before committee meeting

Minutes

Members Present

  • Present: Lemming Stu Steve Mel Fletch Scott Ian
  • Apologies: Blake
  • Absent: Felicity
  • Minute taker: Hugh
  • Chair: Lemming
  • Felicity needs replacing due to non-attendance to meetings

Meeting Times

  • Opened: 3:05pm
  • Closed: 4:17pm
  • Next meeting: 30 Jan 7pm

Review Previous Meeting's Minutes

  • DISCUSSION
Moved By Ian
Seconded By Mel
Status Accepted

Review Previous Meeting's Action Items

  • Fletcher - Improve signage for safety equipment and power points
  • Fletcher/Blake - Laser training checklist - agree on checklist and add as agenda item to next meeting for approval
  • Fletcher - Artifactory induction checklist - to be emailed through to committee list for review Draft sending through
  • Fletcher/Stuart - policy changes from 24/11 - wiki amended? Work in Progress
  • Felicity - Refresh first aid kit, contact St John for sponsorship/assistance (first aid kit stock discount and first aid certification discount), check insurance details with Stuart as related to first aid kits deferred
  • Felicity - Please add your address in tidy HQ Moot point
  • Lemming - Updated Materials and artefacts policy - from 24/11 - wiki amended?
  • Fletcher - G Suite transition Update Done
  • Blake/Stuart - New By-Law - Money Donations - from 24/11 - wiki amended? DONE(SM)
  • Blake/Stuart - Membership Classification Change - Sponsored Membership - from 24/11 - wiki/website/TidyHQ amended? - DONE(SM)
  • Blake/Stuart - Membership Classification Changes -Sponsored Student Membership - from 24/11 wiki/website/TidyHQ amended? Wiki DONE - Website+TidyHQ yet to do(SM)
  • Lockers/Tubs
  • Blake - Check what constitution says on email votes? Blake not here - so deferred
  • Stuart - New Front door key distribution - Has TidyHQ etc been amended as per By-Law DONE(SM)

Correspondence

  • Justin wants to store/work on a HV project in the space. Lemming has reached out for more details - Lemming will say no as HV and lack of experience makes a safety issue with 2KV

Property Report

  • The portable aircon brought in by JM has been set up in z-lab

Chairperson's Report

  • Show was great success in many ways

Treasurer's Report

30/11/2018 31/10/2018
NAB Balance $6709.18 $6100.2
NAB Donation Account $214.09 $69.09
Pending Transfer from TidyHQ/EFTPOS $659.2 $214.65
Guthire St Bond $6000 $6000
Balance $13582.47 $12383.94
Quarantined Funds 30/11/2018 31/10/2018
Estimated RFID Key Bond Value $9665 $9620
For Insurance 19/20 $1808 $1582 +226 for each month due annually 31/3. ($2716 in 2018)
DESIRED BALANCE $11473 $11202
REVENUE (Excludes Bond) Last month 12 month average
Membership Income $3,735 $3,451
SpaceCash (drinks/events/venue hirer/casual) $2,713 $1,822
Fund Raising $124
Donations $100 $53
Donations - For Membership $45
TOTAL INCOME $6,593 $5,449
EXPENSES Last month 12 month average
Lease Paid for next month $4,224 $4,275
Electricity (bi monthly) $313
Insurance (12mnth avg $2716/12) $226
Waste/Internet/BOC Gases $170 $203
Merchant Fees $80 $44
Stripe/TidyHQ Fees/Adminsitration Fees $94 $132
Event Expenses $580 $57
Fundraising Expenses (Inc Fudraising Fridge) $985 $504
Total (Prior to Equipment/Infrastructure Exp.) $6,133 $5,461
+/- Prior to Equipment/Infrastucture Expenses $460 -$8
Nov 12 month average
Equipment/Infrastructure Expenses (Below) $81 $176
+/- After Equipment/Infrastructure Expenses $379 -$184

Internet through Pentanet Reduction in Electricity costs through income tax exemption

Expenses for Approval

Mel was underbudget in the end Cost of show was over the esimated $4k Extra expense $1200 over the $4k approved

Moved By Fletcher
Seconded By Stu
Status Accepted

Reimbursement of clock kits $76.29

Moved By Fletcher
Seconded By Stu
Status Accepted

Membership Report

Current Status

Membership as at 2018-12-22:

  • X ( 38 / -2) Full Members (Monthly+Annual);
  • X ( 25 / -1) Concession Memberships (Monthly+Annual);
  • X ( 2 / 2) Band Memberships
  • X ( 2 / 0) Associate Memberships

Membership as at 2018-11-23:

  • 40 (+4) Full Members (Monthly+Annual)
  • 26 (-3) Concession Memberships (Monthly+Annual)
  • 2 (0) Band Memberships
  • 2 (0) Associate Memberships

Cancelled Non-Payment

proposed - Troy green, Jim Tiwi, Rowan Maltman

Memberships to be cancelled for Non-Payment (+90 days due):

Moved to Cancel Jim Memberships. Contact Troy.

Moved By ??
Seconded By Fletcher
Status Accepted

New memberships for approval

  • CONCESSION - Justin Harris (U18)
  • FULL - Daniel Harmsworth, Ben Jude
  • BAND - N/A

Move to accept but defer Justin

Moved By Fletcher
Seconded By Lemming
Status Accepted

Officer Reports

Reports to be emailed in for review of committee when officer does not attend meeting.

  • IT Officer
    • REPORT
  • Event Officers
    • REPORT
  • Rehearsal Room Coordinators
    • REPORT
  • Quartermasters
    • Nothing to report
  • Safety Auditors
    • REPORT
  • Membership Officers
    • Nothing to report

Event/Workshop Coordinator Reports

  • ADUG - (Coordinators - Richard Harrington, Scott Hollows#)
    • REPORT
    • Paid
  • Arduino U - (Coordinators - Hugh, Doug)
    • REPORT
    • No Arduino U on 26th
  • ARTIfrag (Coordinator - Lemming)
    • REPORT
    • Would like to set a date, RFLAN is on 19th Jan so 24 Feb perhaps
  • Board Games Night (Coordinator - Iain)
    • REPORT
    • 150 interested 3 people turned up
  • Cosplay - (Coordinator - James, Lemming)
    • REPORT
    • None
  • DIY Synth - (Coordinator Nathan Thompson, Andrew nonlinearcircuits#)
    • REPORT
    • Good
  • General Hacking Day - (Coordinator - none, it runs itself)
    • REPORT
  • Leathercraft Workshops - (Coordinator - Andrew L aka Western Leathercraft)
    • REPORT
  • MicroPython Hardware Hackers - Perth Django and Python Developers (Coordinators -Phil Wilkinson#)
    • REPORT
  • Mostly Modular Synth - (Coordinators - Hugh, Jon)
    • REPORT
    • None
  • Noizemaschin!! - (Coordinators Stuart, Tim, Jean-Michel, Skot, Justin B)
    • REPORT
    • Good but late to get a crowd $250 after cost of drinks
  • Open Day - (Coordinator - )
    • REPORT
    • Quiet next 5th Jan
    • Stu proposes plugging student membership
  • Open Source Hackers (Coordinators - Stephen Price#)
    • REPORT
    • OK
  • PikPI Cosplay Workshops (Coordinators - Hayleye#)
    • REPORT
    • None
  • VR Meetup (Coordinator - Iain)
    • Lost power in Osborne Park, event cancelled
  • Wine & Design - (Coordinator - none, it runs itself)
    • REPORT
    • Usual
  • Workshop Wednesday (Coordinator - Fletcher)
    • Quietening down as the weather heats up
  • OTHER Events

# Denotes run by non-members

Sub-Committee Reports

  • Laser Subcommittee
    • Little Red running fine, Kellogg progressing, see other business for Big Red
    • Kellog is needing a chiller but on track
  • IT Subcommittee
    • See other business for servers
    • Scott is assessing and carving up tasks to delegate etc in the meantime need to get servers going for filer and seperated VMs for sandboxing, so will get started on that. Will sell others
    • SMB Works

Other Business

Note: “Other Business” must be listed in agenda (top of this page) 48 hours prior to meeting. Any details of an agenda item can be added here at any time.

OTHER BUSINESS DISCUSSION

Post Canning wrap up/summary

Show:

  • Very good activity.

Stall:

  • Good but not the right target crowd (parents wanting free things to do)
  • Lot of interest including GM from Scitech
  • Good dry run for SuperNova

Soldering:

  • Lots of interest
  • Some teachers asking about doing at schools

New UPS setup for front door

Current UPS system for doorbot does not switch back once power is restored. Resulted in a member being locked out last Saturday.

Move to budget UPS $170

Moved By Fletcher
Seconded By Steve
Status Accepted

Big Red

  • $459.23 for replacement/upgraded power supply for Big Red - Reimbursement request for Blake
    • Lemming has donated $60, Blake $100
  • $75 for two pairs of laser safety glasses, we don't currently have a pair and some parts of laser maintenance are significantly more difficult without them
  • $230 for a replacement chiller for little red (CW3000) so that the current chiller (CW5000) can be moved to Kellogg

Move to budget PSU ($460)

Moved By Lemming
Seconded By Ian
Status Accepted

Move to budget 2x Laser Glasses ($75)

Moved By Fletcher
Seconded By Stu
Status Accepted

Move to budget Chiller for little red (up to $300)

Moved By Fletcher
Seconded By Lemming
Status Accepted

Servers

We received 10 Dell R710s as a donation. Current plan is to kit two out for Artifactory use (Production and Projects) and sell the rest. We still need to figure out the exact specs of what's there.

Office cleanup

Several items need to be moved/put away to make the office easy to use again

  • Lemming's bike
  • Acid
    • Iain to follow up
  • Rack servers

Lemming has two weeks (6th Jan) to move his bike

Moved By Fletcher
Seconded By ??
Status Accepted

Promotions subcommittee

Motion create subcomittee without chair until next meeting

Moved By Fletcher
Seconded By Lemming
Status Accepted
Scope and responsibilities

The Promotions Subcommittee is responsible for coordinating the following:

  • Project Leads for external events ran by The Artifactory
  • The construction and maintenance of promotional displays
  • The production and stocking of merchandise
  • Awareness of upcoming events applicable to the space and related proposals to the Management Committee
  • Any other tasks assigned by the Management Committee
Coordination

The group will be loosely co-ordinated by the subcommittee chair. Individual events will be co-ordinated by a designated Project Lead or another method determined by the subcommittee.

Membership

The Promotions Subcommittee chair and the Management Committee have the ability to add or remove members of the subcommittee.

The Promotions Subcommittee chair is appointed by the Management Committee.

Budgetary Requirements and Space Usage

The Promotions Subcommittee may request funds from the Management, Committee. If approved the subcommittee may designate expense authority within the subcommittee subject to approval by the Treasurer.

The Management Committee authorises the subcommittee to waive tool usage fees when working on projects that are inline with the responsibilities of the subcommittee.

The subcommittee may requisition space within The Artifactory provided that any subcommittee materials do not interfere with scheduled events or the activites of Artifactory Members. This requisition must be upheld at the next meeting of the Management Committee in order to continue. It is the responsibility of the subcommittee chair to notify the Secretary that a requisition has taken place.

Tools and Procedures for Communication

The subcommittee will determine their own communication procedures.

Decisions made by the subcommittee

A determination made by the subcommittee is to be made by a simple majority of subcommittee members.

This section may be modified by the subcommittee using the existing process for subcommittee determinations.

Expected Duration

Indefinite.

Purchases

New Ladders

Motion to provide budget for $470 for ladder subject to Canning paying

Moved By Stu
Seconded By Steve
Status Accepted

Action Summary

  • LIST ACTIONS AND ACTIONEES
/var/www/wiki.artifactory.org.au/htdocs/data/pages/committee/committee_meeting_2018.12.22.txt · Last modified: 20190130-1913 by blakesamuels