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committee:committee_meeting_2019.12.07 [2019/12/01 15:14]
fletcher
committee:committee_meeting_2019.12.07 [2020/03/12 12:49] (current)
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 ====== Minutes ====== ====== Minutes ======
 ==== Members Present ==== ==== Members Present ====
-  * Present: ​NAMES +  * Present: ​Hugh, Vincent, Fletcher, Lauren, Jean, Stuart, Iain 
-  * Apologies: ​NAMES +  * Apologies: ​Melanie 
-  * Absent: ​NAMES+  * Absent: ​Steve
   * Observing: NAMES   * Observing: NAMES
-  * Minute taker: ​NAME +  * Minute taker: ​Jean-Michel 
-  * Chair: ​NAME+  * Chair: ​Iain
  
 ==== Meeting Times ==== ==== Meeting Times ====
-  * Opened: ​OPEN +  * Opened: ​3:08pm 
-  * Closed: ​CLOSE+  * Closed: ​3:43pm
   * Next meeting: See end of minutes   * Next meeting: See end of minutes
  
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   * DISCUSSION   * DISCUSSION
  
-^ Moved By | MOVER +^ Moved By | Vincent ​
-^ Seconded By | SECONDER ​|  +^ Seconded By | Iain |  
-^ Status | Accepted/​Rejected ​|+^ Status | Accepted |
  
 ==== Review Previous Meeting'​s Action Items ==== ==== Review Previous Meeting'​s Action Items ====
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     *Email SCW/CHCW re: Artifactory involvement and external parties representing space. (Fletcher)     *Email SCW/CHCW re: Artifactory involvement and external parties representing space. (Fletcher)
     *Update Meeting template - Event Reporting - Sunday Crafternoon ​ (Fletcher) DONE     *Update Meeting template - Event Reporting - Sunday Crafternoon ​ (Fletcher) DONE
-    *Purchase a Vectric Makerspace subscription - (Vincent has emailed) waiting on response +    *Purchase a Vectric Makerspace subscription - (Vincent has emailed) waiting on response ​- no reply 
-    *DoorBot status report follow up with Lemming - (Vincent)+    *DoorBot status report follow up with Lemming - (Vincent)-discussion ongoing. ​
     *Zlab left in messy state. Remind members to cleanup after themselves. (Steve)     *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) DONE     *Official warning to be given privately regarding conduct during event.(Steve to followup) DONE
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 ===== Incident Reports ===== ===== Incident Reports =====
-  * INCIDENTS - note any that are reported and discuss if needed+  * Angle grinder potential incident, added an item to other business
  
 ===== Property Report ===== ===== Property Report =====
-  * PROPERTY+  * Door got hit yesterday, seems to have survived. Beau looking into it.
  
 ===== Chairperson'​s Report ===== ===== Chairperson'​s Report =====
   * CHAIRPERSON   * CHAIRPERSON
 +     ​*Business as usual
  
 ===== Treasurer'​s 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. We're also trialing an automated version of this report [[https://space.artifactory.org.au/​media/​finance.html|here]]. ​+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. We're also trialing an automated version of this report [[https://finance.artifactory.org.au|here]]. ​
  
 +^ | 30/11/2019 | 31/10/2019 | |
 +^ Bank Accounts (excluding Auspicing) | $12,618.87 | $12,943.70 |
 +^ Pending from TidyHQ/​EFTPOS/​Cash + Float | $944.32 | $558.17 |
 +^ **BALANCE** | **$13,​563.19** | **$13,​501.87** | Ideally should be larger than bond value |
 +^ Guthrie St Bond | $6000 | $6000 |
 +^ |  |  |
 +^ **Quarantined Funds** |30/11/2019 | 31/10/2019 |
 +^ Estimated Key Bond | **$11,​060.00** | **$10,​775.00** |
 +^ For Insurance 19/20 | $1,856.00 | $1,624.00 | +232 for each month due annually 31/3. ($2781.25 in 2019) |
 +^ For TidyHQ 19/20 | $49.00 | $0.00 | +49 for each month due annually Oct. ($588.75 in 2019) |
 +^ For Extra Outgoings 19/20 | $400.00 | $300.00 | +100 for each month due annually Aug. ($442.66 in 2019) |
 +^ **DESIRED BALANCE** | **$13,​365.00** | **$12,​699.00** |
 +^ **Funds Available (+Yes -NO) BALANCE-DESIRED BALANCE** | **$198.19** | **$802.87** |
 +
 +^ REVENUE (Excludes Bond + Money Collected on behalf of others)| Nov-19 | monthly average |
 +^ Membership Income| $3,740 | $3,709 |
 +^ Space Cash (drinks/​events/​tool fees/​casual)| $946 | $2,368 |
 +^ Fundraising/​Grants | $1,000 | $718 |
 +^ Donations| ​ | $27 |
 +^ Donations - For Membership| $90 | $83 |
 +^ **TOTAL INCOME** | **$5,776** | **$6,905** |
 +^ |  |  |
 +^ EXPENSES| $43,788 | monthly average |
 +^ Lease/​Utilities/​BOC/​Bank Fees/​Insurance| $5,150 | $5,222 | Lease+Insurance paid inadvance, Others in arrears|
 +^ Kitchenette/​FundraisingFridge/​Toiletries/​Sale Program| $618 | $588 |
 +^ Total Regular Expenses| **$5,768** | **$5,810** |
 +^ Fundraising Expenses| $117 | $250 |
 +^ Equipment/​Infrastructure Expenses| $365 | $502 |
 +^ **Total Expense** | **$6,249** |  |
 ===== Expenses for Approval ===== ===== Expenses for Approval =====
-  * $275 - New (to us) drill press. https://​www.carbatec.com.au/​pedestal-drill-press-12-speed-old-code-dp-4119f+  * $160 - New (to us) drill press. https://​www.carbatec.com.au/​pedestal-drill-press-12-speed-old-code-dp-4119f 
 +  * $155 - Lisa's Madman payout, cut agreed by Fletcher, Scott, Iain. 
 +  * $300 - CAD room revamp supplies (steel tubing and paint). We'll attempt to get lower but this is an approximation. Supported by the Alby Made grant.
  
 ^ Moved By | Fletcher | ^ Moved By | Fletcher |
-^ Seconded By | SECONDER ​+^ Seconded By | Jean-Michel ​
-^ Status | Accepted/​Rejected ​|+^ Status | Accepted |
  
 ===== Membership Report ===== ===== Membership Report =====
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 Membership as at 2019-xx-xx: Membership as at 2019-xx-xx:
  
-  * X (+5 / -X) Full Members (Monthly+Annual);​ +-increase in members
-  * X (+1 / -1) Concession Memberships (Monthly+Annual);​ +
-  * X (+X / -X) Band Memberships +
-  * X (+X / -X) Associate Memberships+
    
-==== Cancelled Non-Payment ==== 
-Memberships to be cancelled for Non-Payment (+90 days due): 
-  * MEMBER_NAME 
- 
  
 ==== New memberships for approval ==== ==== New memberships for approval ====
-  * CONCESSION - Patrick Kent+  * CONCESSION - Patrick Kent.
   * FULL - Ryan Coleman, Roland Adeney, Barry Marshall, Oscar White, Adam Mellor   * FULL - Ryan Coleman, Roland Adeney, Barry Marshall, Oscar White, Adam Mellor
 +  * Associate - Daniel Ohm, Jonah Meggs
  
-^ Moved By | MOVER +==== New membership not approved ==== 
-^ Seconded By | SECONDER ​|  +  * CONSESSION - Addam Eid 
-^ Status | Accepted/​Rejected ​|+ 
 +^ Moved By | Fletcher ​
 +^ Seconded By | Vincent ​|  
 +^ Status | Accepted |
  
 ===== Officer Reports ===== ===== Officer Reports =====
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     * REPORT     * REPORT
   * Rehearsal Room Coordinators   * Rehearsal Room Coordinators
-    * REPORT+    * Aircon remote not working
   * Quartermasters   * Quartermasters
     * REPORT     * REPORT
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   * Laser Subcommittee   * Laser Subcommittee
-    * REPORT+    * discussion around laser tube purchase
   * IT Subcommittee   * IT Subcommittee
-    * REPORT+    * Progress on wiki stuff
   * Promotions Subcommittee   * Promotions Subcommittee
-    * REPORT+    * Fringe coming up. Collab with Perth Machine learning group. 
 +       ​*Potential promotional to tie in
   * Sponsored Memberships Panel   * Sponsored Memberships Panel
-    * REPORT+    * +2 memberships
   * Infrastructure Subcommittee   * Infrastructure Subcommittee
-    * REPORT+    * We had a meeting. Did a bunch of stuff. coming up with a wish list.
  
 ===== Event/​Workshop Coordinator Reports ===== ===== Event/​Workshop Coordinator Reports =====
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 Tech Tech
  
-  * ADUG - (Coordinators:​ Richard Harrington, Scott Hollows**#​**) - +  * ADUG - (Coordinators:​ Richard Harrington, Scott Hollows**#​**) - Haven'​t paid for a while. Haven'​t replied to email. 
-  * Arduino U - (Coordinators:​ Hugh, Doug) - +  * Arduino U - (Coordinators:​ Hugh, Doug) - Fine 
-  * Open Source Hackers (Coordinators:​ Stephen Price**#**) -+  * Open Source Hackers (Coordinators:​ Stephen Price**#**) - 2 people, event runner was late.
  
 Games Games
  
-  * ARTIfrag (Coordinator:​ Iain) - +  * ARTIfrag (Coordinator:​ Iain) - On now 
-  * Chess Knight (Coordinator:​ Stuart) - +  * Chess Knight (Coordinator:​ Stuart) - Chess was played
  
 Cosplay and Craft Cosplay and Craft
  
-  * Crafternoon (Coordinator:​ Lauren) - +  * Crafternoon (Coordinator:​ Lauren) - Lots of people, chilled vibe. 
-  * Cosplay (Coordinator:​ Scott) - +  * Cosplay (Coordinator:​ Scott) - BAU 
-  * Leathercraft Workshops (Coordinator:​ Andrew L aka Western Leathercraft) - +  * Leathercraft Workshops (Coordinator:​ Andrew L aka Western Leathercraft) - BAU 
-  * PikPI Cosplay Workshops (Coordinators:​ Hayleye**#​**) -+  * PikPI Cosplay Workshops (Coordinators:​ Hayleye**#​**) - NA
  
 Music Music
  
-  * DIY Synth (Coordinator:​ Nathan Thompson, Andrew nonlinearcircuits**#​**) - +  * DIY Synth (Coordinator:​ Nathan Thompson, Andrew nonlinearcircuits**#​**) - NA 
-  * Mostly Modular Synth (Coordinators:​ Hugh, Jon) - +  * Mostly Modular Synth (Coordinators:​ Hugh, Jon) - Didn't add to calendar. Band on the same time, conflicted. 
-  * Noizemaschin!! (Coordinators:​ Stuart, Tim, Jean-Michel,​ Skot, Justin B**#**)  ​- +  * Noizemaschin!! (Coordinators:​ Stuart, Tim, Jean-Michel,​ Skot) -Attendance:​ 30ish 
 +      ​*Lots of self-made instruments 
 +      ​*New resident artist Danny. 
 +      ​*Ongoing sound problems (50hz hum and lots of noise) 
 +   ​*Future plans: ​ Finish building lighting rig. 
 +      ​*Storage racks for PA equipment. 
 +      *Audio setup and troubleshooting session 
 +      *Make recording simpler (4 channels)
 General General
  
   * General Hacking Day (Coordinator:​ Committee) -   * General Hacking Day (Coordinator:​ Committee) -
-  * Open Day (Coordinator:​ Steve Hodges) -+  * Open Day (Coordinator:​ Steve Hodges) - Busy and had people
   * Wine & Design (Coordinator:​ Committee) -   * Wine & Design (Coordinator:​ Committee) -
-  * Workshop Wednesday (Coordinator:​ Fletcher) -+  * Workshop Wednesday (Coordinator:​ Fletcher) - visitors
  
 +Idea to integrate calendars,
 Other (new and once off events) Other (new and once off events)
   * OTHER Events   * OTHER Events
 +     ​*Fringe make event. Collab with Machine learning group approved.
  
  
 ===== Other Business ===== ===== Other Business =====
  
-====Administering of Arts Grants “The Reinvention Room” is finished====+==== Administering of Arts Grants “The Reinvention Room” is finished ====
 This is a report to the Committee and no action is required. This is a report to the Committee and no action is required.
   * Background Artifactory acted as Auspicor.(Administrator of the Grant on behalf of Propel Youth Arts)  Members Stuart and Jean-Michel managed it.   * Background Artifactory acted as Auspicor.(Administrator of the Grant on behalf of Propel Youth Arts)  Members Stuart and Jean-Michel managed it.
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   * A separate bank account was opened to administer that Grant. Definitely do that again in the future.   * A separate bank account was opened to administer that Grant. Definitely do that again in the future.
  
-Other business (items not covered by regular meeting sections) may be added to this section up to 48 hours before start of committee meeting.+==== Tool specific inductions ====
  
-==== Overdue invoices ​and door keys ====+As the space evolves we've got more and more tools that have a serious risk of injury if used improperly. The Infrastructure subcommittee will usually have a high % of tool skilled members and can adequately identify the more dangerous tools.
  
-At the time of writing we're owed $7.5k in membership dues. I'd like to start disabling the keys of members that have two or more invoices **overdue** and those that do not respond in any way to a notice of overdue invoices. For the latter even just a "yep i'll pay that when I get paid" would be sufficient to delay key suspension.+By-law addition: Tool inductions
  
-----+The Infrastructure Subcommittee may gate dangerous tools behind a tool specific induction at their discretion and appoint trainers.
  
-Modify ​the RFID Keys for Members by-law to include: +A list of gated tools and appointed trainers must be made available on the wiki and on or near the tools themselves.
- +
-* The Treasurer ​and Chair can agree to disable a member'​s 24/7 access when they have two or more invoices overdue.+
  
 ^ Moved By | Fletcher | ^ Moved By | Fletcher |
-^ Seconded By | SECONDER ​|  +^ Seconded By | Vincent ​|  
-^ Status | Accepted/​Rejected ​|+^ Status | Accepted |
  
-Modify the RFID Keys for Members by-law to include:+==== Laser ====
  
-The Treasurer ​and Chair can agree to disable a member'​s 24/7 access if they do not respond to a notice of overdue invoices within 14 days.+The laser subcommittee still hasn't bought a tube, should we adjust or rescind our spending motions ​and/or provide more direction for the subcommittee?​
  
-^ Moved By | Fletcher | +Committee discussion regarding laser tube decisions. Decision made at previous meeting still stands. 
-^ Seconded By | SECONDER |  + 
-^ Status | Accepted/​Rejected |+ 
 + 
 +---- 
 + 
 +Other business (items not covered by regular meeting sections) may be added to this section up to 48 hours before start of committee meeting.
  
 ==== OTHER BUSINESS HEADER ==== ==== OTHER BUSINESS HEADER ====
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 ===== End of Meeting ===== ===== End of Meeting =====
  
-Remember to set **next meeting time** before closing meeting!+Remember to set **NEXT_MEETING** before closing meeting!
  
-  * Next meeting: ​NEXT_MEETINGweeks+  * Next meeting: ​3pm 11th January 2020weeks
  
 ===== Action Summary ===== ===== Action Summary =====
  
   * LIST ACTIONS AND ACTIONEES   * LIST ACTIONS AND ACTIONEES
 +     ​*Purchase a replacement Hard disk drive for server - IT - (Scott)
 +     ​*Purchase a Vectric Makerspace subscription - (Vincent has emailed) waiting on response - no reply
 +     ​*DoorBot status report follow up with Lemming - (Vincent)-discussion ongoing.
 +     ​*Selling/​disposal of printers - (Scott)
 +     ​*Email SCW/CHCW re: Artifactory involvement and external parties representing space. (Fletcher)
 +     ​*Purchase a replacement Hard disk drive for server - IT - (Scott)
 +     *Zlab left in messy state. Remind members to cleanup after themselves. (Steve)
 +     ​*By-law addition: Tool inductions (JM)