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committee:committee_meeting_2019.11.02

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Committee Meeting 2019.11.02

Table of Contents on right side of page forms the agenda of this meeting. Agenda must be set 48 hours before start of committee meeting.

Minutes

Members Present

  • Present: Ian, Fletcher, Lauren, Vincent, Stuart, Jean-Michel, Steve, Mel, Hugh, Scott (3:09pm!).
  • Apologies: NAMES
  • Absent:
  • Observing: Beau
  • Minute taker: Jean-Michel
  • Chair: Iain

Meeting Times

  • Opened: 3:08pm
  • Closed: CLOSE
  • Next meeting: See end of minutes

Review Previous Meeting's Minutes

  • DISCUSSION

Moved By Vincent Seconded By Mel Accepted


Review Previous Meeting's Action Items

  • Purchase a replacement Hard disk drive for server - IT -To be done—Scott
  • Purchase a new tube for Little Red - Lasers -Blake and Fletcher investigating
  • Purchase a Vectric Makerspace subscription - Vincent has emailed. waiting on response
  • Purchase 15A distribution equipment - Infrastructure done
  • Review -Fletcher Boyd and an authorised representative to exclusively represent The Artifactory at the SCW/CHCW AGM -Fletcher. AGM gave 2 days notice. Artifactory not to be involved in future.
    1. Fletcher email SCW/CHCW re: Nick representing space
  • Review Updated space usage policy -Steve
    1. See other business
  • Evaluate $250 sales of materials: Modify the Artifactory Expenses By-Law to include the following as a purchase authorisation: Material for the sale to the value of $250 at discretion of Fletcher - Fletcher
    1. Fletcher $150 spent has turned to to $300. Records being kept. Stock on the way.

Opposites competition

The following competition proposal has been put forward by Beau.

Participant will attempt to either modify an object to perform the opposite of its original function OR remove the functionality of an object in the most reative way possible. Potential entries include a toaster that cools down toast and a spoon filled with clear resin respectively.

Benefits

  • For participants: This event should foster a community build spirit while still encouraging members to come up with their own ideas.
  • For the space: Higher workshop utilisation, potential for objects that can be used by the promotions subcommittee during events

Rules

  • A spending limit of $25-50 is encouraged.
  • Participants should aim to utilise recycled material from the Hack Rack, Hack-me bench and other sources where ever possible.
  • While participants can seek assistance from others the majority of the build/design process should be performed by the member. An exception will be made for tools that the participant does not feel safe using.
  • Entries must be ready for presentation during the NYE event or similar nearby date.

Judging

Prizes will be awarded by a panel of three judges unless otherwise specified

Prizes

The following are requested from the management committee as prizes.

  • Membership
  • Tool usage vouchers
Categories
  • Main prize, judged on:
    • Presentation
    • Build
    • Cost
  • Most tools used
  • Least laser cutting
  • Crowd favourite
  • Most spectacular fail on the day
  • Best non-member

Authorise the Opposites Competition and give Beau discretion to modify prize categories/rules/judges as he sees fit.

Moved By Fletcher
Seconded By Vincent
Status Accepted

Authorise modification of prizes with the consent of Beau, the Treasurer, and one committee member.

Moved By Fletcher
Seconded By Scott
Status Accepted

Correspondence

City of Stirling - Routine Public Building Inspection 10 Oct 2019

The action items as a result of the Inspection need to be fixed within 30days of the letter 20191011.

  1. The emergency exit signs need to be tested every 6 months and recorded in a logbook by a qualified person. Establish this program.
  2. The electrical meter and switchboard needs to be secure from the public. (ie locked)
  3. Ensure the female toilets have hand drying facilities
  4. Where a passage way does not provide a clear means of egress from a public building the passage shall be marked as “No Escape”. Letter height 100mm, Lettering width 12mm wide.

A full copy of the letter is stored in GSuite folder “Certificates & Compliance” as with past City of Stirling letters.

ACTION TAKEN

  1. A electronic logbook has been created in the GSuite folder “Certificates & Compliance” after been provided with examples of how it should look. Jim's Test and Tag who does our fire extinguishers check is qualified to do this test and and is due at the Artifactory this month.
  2. Meter/switchboard box is now locked. Key is secured in the office and a back up is in the safe.
  3. 20 hand towels at $1 a piece were purchased to ensure sufficient hands towels in the space.
  4. The “No Exit” signs have been replaced by “No Escape” of a impressive(but questionable) size.

BankWest Easy Grant

Member Kym submitted a grant application with consultation from Stuart. Maximum Grant is $1000.


Incident Reports

  • No incidents

Property Report

  • Nothing to report

Chairperson's Report

  • CHAIRPERSON
    1. nothing to report

Treasurer's Report

The Treasurer's Disclaimer: The numbers below have been calculated in a quick way and have not undergone robust checking as for an Annual Report.

31/10/2019 30/09/2019
Bank Accounts (excluding Auspicing) $12,943.70 $12,568.43
Pending from TidyHQ/EFTPOS/Cash + Float $558.17 $344.44
BALANCE $13,501.87 $12,912.87 Ideally should be larger than bond value
Guthrie St Bond $6000 $6000
Quarantined Funds 31/10/2019 30/09/2019
Estimated Key Bond $10,775.00 $10,775.00
For Insurance 19/20 $1,624.00 $1,392.00 +232 for each month due annually 31/3. ($2781.25 in 2019)
For TidyHQ 19/20 $0.00 $467.50 +42.5 for each month due annually Oct. ($588.75 in 2019)
For Extra Outgoings 19/20 $300.00 $200.00 +100 for each month due annually Aug. ($442.66 in 2019)
DESIRED BALANCE $12,699.00 $12,834.50
Funds Available (+Yes -NO) BALANCE-DESIRED BALANCE $802.87 $78.37
REVENUE (Excludes Bond + Money Collected on behalf of others) Oct-19 monthly average
Membership Income $3,690 $3,709
Space Cash (drinks/events/tool fees/casual) $3,089 $2,515
Fundraising $635
Donations $35
Donations - For Membership $90 $79
TOTAL INCOME $6,869 $6,973
EXPENSES $43,757 monthly average
Lease/Utilities/BOC/Bank Fees/Insurance $4,968 $5,173 Lease+Insurance paid inadvance, Others in arrears
Kitchenette/FundraisingFridge/Toiletries/Sale Program $1,128 $619
Total Regular Expenses $6,096 $5,792
Fundraising Expenses $44 $288
Equipment/Infrastructure Expenses $275 $478
Total Expense $6,415

Expenses for Approval

  • $58.30 for post Madman pizza (this item has been added to set a precedant that the Artifactory, and by extension the Promotions Subcommittee chair, can opt to pay for volunteer meals during/after fundraising events.
  • $275 Toilet hire - as part of complying with public building requirements for NM100
  • $16.73 Stamp Pad (used to record who paid for NM100). The two Artifactory ones had gone missing.
Moved By Fletcher
Seconded By Stuart
Status Accepted

Membership Report

Current Status

Membership as at 2019-10-31:

  • 42 (+3) Full Members (Monthly+Annual);
  • 25 (0) Concession Memberships (Monthly+Annual);
  • 6 (0) Band Memberships
  • 6 (+1) Associate Memberships

New memberships for approval

  • CONCESSION - Reyan Adine
  • FULL - Rebecca Howard, Craig Hudson-Taylor
Moved By Fletcher
Seconded By Ian
Status Accepted

New memberships for deferral

  • CONCESSION - Addam Eid
Moved By Fletcher
Seconded By Vincent
Status Accepted

Officer Reports

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

  • IT Officer
    • Had child so has done nothing
    • Interim IT officer
      1. New printer. Works colour not very good.
      2. Scott has whole bunch of toner.
  • Event Officers
    • below
  • Rehearsal Room Coordinators
    • Air-con sensor needs tweaking.
  • Quartermasters
    • Vincent
      • Approximately 600 cans and 80 crisps as of 22 oct
  • Membership Officers
    • Nothing
  • Membership Storage Officer
    • Nothing

Subcommittee Reports

Updates from subcommittees - discussions or requests for action.

  • Laser Subcommittee
    • New lenses have been bought, laser tube is still under discussion
  • IT Subcommittee
    • REPORT
  • Promotions Subcommittee
    • Madmen. Not much money, $800? good promo.
    • Artifactory and Machine learning collab. Fringe festival installation at girls school. Noizemaschin!! crossover? Rave in a box. Build workshops.
  • Sponsored Memberships Panel
    • One new sponsored membership “Mitchell Robertson”. No new applications received
  • Infrastructure Subcommittee
    • CAD room rebuild has been postponed until December due to other priorities
    • Emergency business: Ihaka has picked up a router table and table saw workstation for $250 wants to sell to space for same cost.
    1. Beau, Joshua, and Fletcher think this of excellent value.

Accept emergency business

Voted unanimous

Spend $250 for aquisition of tables.

Moved By Fletcher
Seconded By Vincent
Status Accepted

Emergency business extra money potential laser

Accept emergency business

Voted unanimous

Motion that chair and 3 committee members are authorised to spend extra on laser tube if required (above $500).

Moved By Steve
Seconded By Vincent
Status Accepted

—-

Event/Workshop Coordinator Reports

News and discussions on events.

# Denotes run by non-members

Tech

  • ADUG - (Coordinators: Richard Harrington, Scott Hollows#) - $100 invoiced for the last one. (STUART)Yet to receive a response from ADUG on whether they want to hold their meetings in 2020.
  • Arduino U - (Coordinators: Hugh, Doug) - Cruising along. One guy demanded alot of time and didnt appear to pay. Hugh.
  • Open Source Hackers (Coordinators: Stephen Price#) - It happened. Mel bunch of people talking

Games

  • ARTIfrag (Coordinator: Iain) - tentitavely booked for December open day. Run around 4 times per year.
  • Chess Knight (Coordinator: Stuart) - Chess was played. Artifactory members again won all chess games. Well Done to us.

Cosplay and Craft

  • Crafternoon (Coordinator: Lauren) - Happened and was good
  • Cosplay (Coordinator: Scott) - Mel - Jason and Mel held fort and no-one turned up. There may be interest
  • Leathercraft Workshops (Coordinator: Andrew L aka Western Leathercraft) - new dates booked to early 2020.
  • PikPI Cosplay Workshops (Coordinators: Hayleye#) - Last event was postponed

Music

  • DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits#) - Cancelled
  • Mostly Modular Synth (Coordinators: Hugh, Jon) - Did not happen. Discussion around running this again due to interest
  • Noizemaschin!! (Coordinators: Stuart, Tim, Jean-Michel, Skot) - Deferred to other business “New event reporting form”

General

  • General Hacking Day (Coordinator: Committee) - nothing
  • Open Day (Coordinator: Steve Hodges) - hasn't finished. No laser training. Nobel Laureate “Barry” attended, may become member.
  • Wine & Design (Coordinator: Committee) - 282nd Wine Design was success + Wine was donated for the event.
  • Workshop Wednesday (Coordinators: Fletcher, Beau, Lisa, Nigel) - We have a bunch of new event hosts now

Other (new and once off events)

  • BSides badge build - $150
    1. Zlab left in messy state. Remind members to cleanup after themselves. Steve.

Other Business

Subcommittee review

-Review and clarification of subcommittee members in each group. (Jean-Michel)

Current displayed subcommittee members:

Lasers Members: NickB, GlennM, Blake (Sect), Kamil artifactory-laser AT googlegroups.com
Sponsored Memberships Panel Members: StuartM(Secretary), JasonK, Jean-Michel apply AT artifactory.org.au
Infrastructure Members: Joshua (Chair) infrastructure AT artifactory.org.au
Promotions Members: Mel (Chair) promotions AT artifactory.org.au
IT Infrastructure Members: Scott, Lemming, Nick, Blake artifactory-it AT artifactory.org.au

Proposed updates for review:

Lasers Members: NickB, GlennM, Blake (Chair), Kamil, Fletcher, Jean-Michel artifactory-laser AT googlegroups.com
Sponsored Memberships Panel Members: StuartM(Secretary), JasonK, Jean-Michel apply AT artifactory.org.au
Infrastructure Members: Joshua (Chair), Fletcher, Iain, Beau infrastructure AT artifactory.org.au
Promotions Members: Mel (Chair), Scott, Jason promotions AT artifactory.org.au
IT Infrastructure Members: Scott, Lemming, Nick, Blake, Vincent it AT artifactory.org.au

Motion to agree and confirm subcommittee memberships, and update wiki subcommittee page

Moved By Jean-Michel
Seconded By Mel
Status Accepted

Event Reporting Forms

Request that committee members use the form after events, as an example to others.

Show current form for review from committee

Benefits to Artifactory:

  1. Annual report is bolstered by better data and information.
  2. Greater chances of funding, as funders like stats and demonstrated outputs.
  3. Committee meetings are improved as event officers can provide more accurate and cohesive summaries.
  4. Help inform budget decisions.
  5. Allow for networking of interested members with groups by having greater committee shared understanding.

Example:

  1. NoizeMaschin!! #100 event report

Takings $902 less $292(Toilets+Stamp Pad) less Estimated COGS $320 = ~$290

Highlights:

  1. 100 proved a significant milestone and so greater effort was made.
  2. Significant improvement to stage lighting.
  3. Usage of 15 amp power circuit to help with audio noise issues
  4. NM100b live on RTRfm! Good networking with Difficult Listening crew
  5. Toilets hired to comply with building requirements.
    1. classic hire Morley $275 for *one day
  6. Good photos of busy space.

Issues:

  1. Noisy signal in left mixer. Possibly due to fused ground cables. Possibly due to faulty headphone jack in performer's laptop.

No motion required.


Desktop Label Printer

Currently, labeling things is rather tedious, especially if you want the labels to stick.

This proposal is to purchase a label printer and a raspbery pi, to allow members to quickly create adhesive labels with their name, date and time, simply by scanning their RFID token. With further modification, it will also be able to print more customized labels, including QR codes and other images, from an internal webpage accessible on a computer or phone.

The printer specified can use red/black/white labels, in addition to the (cheaper) black/white labels. There is also a model that is $50 cheaper, and can print only black/white.

Further notes were posted to the committee channel, and to Open Label Printer (out of date).

  • Brother QL-800 Desktop Label printer ($149)
  • Raspberry Pi Zero W ($21), USB adaptor ($5.00), micro SD card ($8.50)
  • RFID reader ($5.50), Arduino nano ($3.00)

Authorise Vincent Dalstra to spend $200 on a Desktop Label Printer & peripherals

Moved By Vincent Dalstra
Seconded By Fletcher
Status Accepted

—-

DoorBot status report

Working on new doorbot was discussed during Committee Meeting on the 2019.01.30 During committe meeting on 2019.03.30, we approve $200 for 5 prototypes Lemmings was reimbursed $40.12 and $184.35 in April 2019 However, there has been no outcome and the last update was during Committee Meeting 2019.06.05: Lemming, RFID door locks: no changes

- (Stu) - emailed Lemming. Two are waiting on people to sintall software - (Stu) - until committee meeting we were getting regular status updates. - (Stu) - Original proposal was for bandroom

Vincent and Stu to oversee and followup.


Vending Machine

Coming under control of infrastructure committee.


Officer appointments

Appoint Vincent as Quartermaster

Moved By Fletcher
Seconded By Lauren
Status Accepted

Appoint Stuart as Membership Officer

Moved By Fletcher
Seconded By Jean-Michel
Status Accepted

Membership Officer role change

Add the following duties to the Membership Officer role:

  • Assist the Treasurer with membership invoicing and management
Moved By Fletcher
Seconded By Vincent
Status Accepted

Member warning

A member has been behaving poorly within the space. More details will be added closer to the meeting as witnesses are contacted. The agenda item has been deliberately anonomised until the committee decides otherwise.

Discussion -Noted history of multiple previous incidents.

  1. collated in to a committee-only google doc.

-Steve has agreed to talk to member in person.

Motion -Official warning to be given privately regarding conduct during event.(Steve to followup)

Moved By Steve
Seconded By Hugh
Status Accepted

—-

By-law addition: Artifactory Funded Project

Add the following by-law:

This by-law applies to any project undertaken by Artifactory members for the purpose of improving the space that requires Artifactory committee approval for funding or space usage. It does not apply to projets undertaken by a Subcommittee.

Funding proposals should include the following:

PEOPLE

  • Project Lead: Member who is undertaking or co-ordinating the project works.
  • Committee Correspondant: Committee Member tasked with ensuring the committee is updated at regular meetings (This may be the same Member as Project Lead).
  • Specialist Correspondant: The Committee may appoint another member who is known to have skills within the area of the project to verify viability if the committee cannot determine this within their own skillset

OVERVIEW

  • Benefit to the Artifactory: This is the project sales pitch. Present to the committee why they should invest in your idea.
  • Funds Requested: Estimated amount required to complete the project.
  • Scope of Work: Details on what work will be done and what impact that will have on the Artifactory. (Should include expected disruptions to normal Artifactory operations)
  • Timeframe to completion: Include expected completion date and/or milestones
  • Deliverables: Completed project as defined by the scope of works
    • Sufficient documentation to allow a competant member to administor the system
    • Suitable documentation and training to allow another skilled member to maintain the system in the event that Project Lead ceases to be a member

Motion that this becomes policy.

Moved By Scott
Seconded By Fletcher
Status Accepted

Intellectual/Physical Property

By funding a project in part or full the Artifactory retains the rights to utilise/modify/repurpose/decommission all aspects of the project. Any equipment implemented as part of the project that is made redundant by this is to remain the property the Artifactory.

Moved By Scott
Seconded By Mel
Status Accepted

Workspace Usage Policy to be Modified

Two proposals below.

Workspace usage policy

This by-law regulates how much space members may use when working within the Artifactory, or when temporarily leaving materials within the space. It does not further restrict the use of member storage, nor any other space specifically allocated to storing materials/projects.

  1. No usage of workspace may conflict with a scheduled event.
  2. While within the space, members can occupy up to 3 tables.
    1. If a member is using more than one table:
      1. The tables should be located either in the main project area, or in the yard at the back of the building.
      2. Tables in the same area must be positioned together.
      3. Tables must not block access to the pallet racking, stage, tool room, or other walkways.
      4. Should the demand for tables exceed supply, they must relinquish all but one of their tables.
    2. If a committee or subcommittee requires the table(s), or requires the table to be moved, the member must relinquish or move the table(s) and its contents.
  3. If a member temporarily leaves the space, they must either take their materials with them, or store them:
    1. Within the member’s allocated storage area.
    2. In the appropriate materials rack, subject to the conditions of using that rack.
    3. On top or beneath tables they were using, subject to the conditions in 2a) plus the following:
      1. Materials must be clearly labelled with the members full name, contact details, and the current date and time. If the materials are small, numerous, or cannot be labelled, then the table may be labelled instead.
      2. If using 2-3 tables, they must return within 5 hours. If using only a single table, the limit is 18 hours.
      3. The table(s) are considered to be movable while the member is absent.
      4. The member must ensure that it will not conflict with any upcoming events.
      5. If the demand for tables exceeds supply, the member must relinquish their table(s) before they leave.
  4. Committee members can authorise extensions or exceptions to the above rules.
    1. The authorising member must note the authorisation on the committee slack channel.
    2. Authorisation can be revoked.
    3. Extensions should be for the minimum duration, and not exceed 7 days.
  5. Authorisation may be given that conflicts with an event, but the event is still permitted to move the materials/tables.
    1. Tidy use of the space will reflect favourably on the member when requesting an extension
  6. These restrictions do not apply while:
    1. The member is acting on behalf of the Management Committee or its subcommittees in an official capacity.
    2. The member is working on an officially sanctioned project.
    3. The person is running an official event.
  7. Violations of this policy may result in any of the following at the discretion of the Management Committee:
    1. Materials being relocated to a single table.
    2. Materials being relocated to the Hack rack / Hack me bench / Skip bin.
    3. Initiation of membership suspension proceedings (repeat / egregious offenders).
    4. Initiation of membership termination proceedings (repeat / egregious offenders).

Update the workspace usage policy, replacing it with the above.

Moved By Vincent Dalstra
Seconded By -
Status Withdrawn

Workspace Usage By-Law Alternative Proposal

Workspace Usage By-Law

  • You may occupy up to 3 trestles worth of space while actively working on a project noting that you may need to move it for a scheduled event.
  • Projects may be left in the space for three days so long as:
  • The project is on a single trestle table(including under) that includes your name, contact details, and date of pickup
  • Your project is left in a movable state as events/workshops may have priority over a specified area/general area resulting in the moving of your project.
  • While we will attempt to contact you if any of these conditions are not met there is risk that your project may be disposed of or end up on the hack-me bench. The Artifactory does not guarantee the safety of any personal projects.
  • Anything that would violate the requirements set out above must be done in coordination with the Management Committee.
  • Committee can vetoe these rules.

Update the workspace usage policy, replacing it with the above, and make it permanent.

Moved By Stuart
Seconded By Fletcher
Status Accepted

Artifactory Expenses By-Law Modification

Additional expenses that the Treasurer can reimburse without going to the committee. Last point of the by-law to modified from-

Internet, welding gas, rubbish disposal, bank fees, merchant fees, fees associated with maintaining the membership database/management, electricity

To

Internet, welding gas, rubbish disposal, bank fees, merchant fees, fees associated with maintaining the membership database/management, electricity, public building compliance costs, event expenses associated with public building compliance and personal protection equipment for the Artifactory, office supplies

Moved By Stuart
Seconded By Fletcher
Status Accepted

—-

Car Park By-Law Modification

From

Car Parking Bays cannot be occupied for ongoing projects (more than a day unless authorised by committee and at a cost determined by the committee)

To

Car Parking Bays cannot be occupied for materials, projects and goods as this is a requirement of our Planning Approval with the Council.

REASON: City of Stirling approval states No goods or materials being stored, either temporarily or permanently, in the car parking or landscaped areas or within access driveways. All goods and materials are to be stored within the buildings or storage yards, where provided;

Moved By Stuart
Seconded By Fletcher
Status Accepted

Office Printers

There are currently 7 office printers in the space (excluding the two in the CAD room): 5 on the CAD room roof, and 2 on a wheeled table. All of these printers are A4 only.

One of them also has a scanner. Said printer also has 50% Magenta and 90% Yellow toner remaining. For reference, replacing the other two with genuine cartridges would cost ~$500

One of the regular printers has 50% Cyan and 50% Magenta; it also came with 4 cartridges, one of each colour. For reference, they cost ~$180 new, per cartridge. Aftermarket prices are much cheaper (1/8). This is probably the only one with any real value.

The other printers have not been checked.

Authorise the IT officer to sell or dispose of the specified office printers as they see fit.

Moved By Vincent
Seconded By Fletcher
Status Accepted

Tool Usage Fees Bylaw Modification

Amend section

3D Printer:

  • Member Rate: $0.05 per gram rounded up the nearest dollar
  • Casual User Rate: $0.20 per gram rounded up the nearest dollar

TO

3D Printer - Filament

  • Member Rate: $0.05 per gram rounded up the nearest dollar
  • Casual User Rate: $0.20 per gram rounded up the nearest dollar

3D Printer - Resin

  • Member Rate: $0.50 per gram
  • Casual User Rate: $1 per gram
Moved By STUART
Seconded By Fletcher
Status Accepted

End of Meeting

Remember to set 3:00pm, 7th November 2019. before closing meeting!

  • Next meeting: NEXT_MEETING, N weeks

Action Summary

  • Purchase a replacement Hard disk drive for server - IT - (Scott)
  • Selling/disposal of printers - (Scott)
  • Purchase a new tube for Little Red - Lasers - (Blake and Fletcher investigating)
  • Email SCW/CHCW re: Artifactory involvement and external parties representing space. (Fletcher)
  • Update Meeting template - Event Reporting - Sunday Crafternoon (Fletcher)
  • Update subcommittee roles. (Fletcher)
  • Purchase a Vectric Makerspace subscription - (Vincent has emailed) waiting on response
  • DoorBot status report follow up with Lemming - (Vincent)
  • Zlab left in messy state. Remind members to cleanup after themselves. (Steve)
  • Official warning to be given privately regarding conduct during event.(Steve to followup)
  • Update workspace usage policy to bylaws - (JM)
  • Update Intellectual property to bylaws - (JM)
  • Update Artifactory expenses proposal policy - (JM)
  • Update 3D printer prices - (JM)
/var/www/wiki.artifactory.org.au/htdocs/data/attic/committee/committee_meeting_2019.11.02.1575702530.txt.gz · Last modified: 20191207-1508 by stuartm