Perth Artifactory

Committee:committee_meeting_2020.02.08

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Committee Meeting 2020.02.08

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: Stuart, Lauren, Steve, Fletcher, Vincent, Mel, Iain, Jean-Michel, Scott
  • Apologies: Hugh
  • Absent: NAMES
  • Observing: Kim, Doug, Johannes
  • Minute taker: Jean-Michel
  • Chair: Iain

Meeting Times

  • Opened: 3:09pm
  • Closed: 4:27pm
  • Next meeting: See end of minutes

Review Previous Meeting's Minutes

^ Moved By | MOVER |

Seconded By SECONDER
Status Accepted/Rejected

Review Previous Meeting's Action Items

ACTIONS

  • Purchase a replacement Hard disk drive for server - IT - (Scott)
    • talked about, buying sata drives- (It will sort)
  • Purchase a Vectric Makerspace subscription - (Vincent has emailed) waiting on response - no reply (sorted)
  • DoorBot status report follow up with Lemming - (Steve)- work ongoing
    • on hiatus, no update, postponed
  • Selling/disposal of printers - (Vincent)
    • ongoing
  • Vending machine: Progress report at committee meeting in 2 months (Steve)
  • Update by-laws (Vincent)-DONE

Correspondence

  • Travis and Constance - who built the kinetic sculpture last year for Geraldton's Wind and Water Fest. are possibly wanting to come back again for another build this year. Also asked for a written reference to make working with a makerspace over east easier. Fletcher's details provided as contact.
  • We came runner up in the Leederville Grill'd grant for January. - $100 - We cannot apply again for 12months. (thank you Kim)
  • Steven Hughes wants to work on a project, details:
We are looking for a temporary space for the refurbishment and decoration of a truck to be made into a Blazing Swan Art Car. The vehicle is for the blazing swan camp Church of Belligerence.
We are looking for a safe space to sand, paint and construct aesthetic modifications to this truck. The truck itself has been mechanically serviced. This work will simply be an artistic modification, not mechanical. 
Attached is an image of the truck when fully expanded. 
We anticipate we’ll need 5 parking bays space for this work. The work will be completed in the space of one weekend. We have budget to cover these costs. The truck will remain operational during the work.
We wish to complete this in a weekend (TBD based on availability) sometime in February or March (Blazing Swan is in April).
I’m waiting to get exact measurements and will send through when they are confirmed.

Permission granted

  • action -Followup with Steve - Fletcher

Incident Reports

  • No incidents reported

Property Report

  • PROPERTY

-working on using 3 phase outlet -


Chairperson's Report

  • CHAIRPERSON

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.

31/01/2020 31/12/2019
Bank Accounts $16,256.31 $12,997.52
Pending from TidyHQ/EFTPOS/Cash + Float $272.22 $877.86
BALANCE $16,528.53 $13,875.38 Ideally should be larger than bond value
Guthrie St Bond $6000 $6000
Quarantined Funds 31/01/2020 31/12/2019
Estimated Key Bond $11,395.00 $11,225.00
For Insurance 20/21 $2,320.00 $2,088.00 +232 for each month due annually 31/3. ($2781.25 in 2019)
For TidyHQ 20/21 $147.00 $98.00 +49 for each month due annually Oct. ($588.75 in 2019)
For Extra Outgoings 20/21 $600.00 $500.00 +100 for each month due annually Aug. ($442.66 in 2019)
DESIRED BALANCE $14,462.00 $13,911.00
Funds Available (+Yes -NO) BALANCE-DESIRED BALANCE $2,066.53 -$35.62 Less funding commitments from today and previous meetings unspent.
REVENUE (Excludes Bond + Money Collected on behalf of others) Jan-20 monthly average
Membership Income $5,805 $3,975
Space Cash (drinks/events/tool fees/casual) $1,965 $2,420
Fundraising $222
Donations $1,129 $153
Donations - For Membership $90 $90
TOTAL INCOME $8,989 $6,859
EXPENSES $43,850 monthly average
Lease/Utilities/BOC/Bank Fees/Insurance $4,502 $5,213 Lease+Insurance paid inadvance, Others in arrears
Kitchenette/FundraisingFridge/Toiletries/Sale Program $461 $615
Total Regular Expenses $4,963 $5,828
Fundraising Expenses $65
Equipment/Infrastructure Expenses $1,543 $506
Total Expense $6,506

Do we want to put money towards any of the currently proposed funding goals?


Expenses for Approval

Laser Subcommittee

  • Laser Lenses - May 2019 - $123.12
    • China PVD Znse Focus Lens for CO2 Laser - 20 / 63.5
    • China PVD Znse Focus Lens for CO2 Laser - 20 / 50.8
    • CVD ZnSe Meniscus Focus Lens for CO2 Laser - 20mm / 63.5mm
    • CVD ZnSe Meniscus Focus Lens for CO2 Laser - 20mm / 50.8mm
    • O-Ring Silicone Washer Dia. 18 19.05 20 25mm for CO2 Laser Focus Lens & Mirrors - 20mm / Pack of 5 PCS
  • Laser Lenses - Oct 2019 - $129.79
    • O-Ring Silicone Washer Dia. 18 19.05 20 25mm for CO2 Laser Focus Lens & Mirrors - 20mm / Pack of 5 PCS
    • O-Ring Silicone Washer Dia. 18 19.05 20 25mm for CO2 Laser Focus Lens & Mirrors - 18mm / Pack of 5 PCS
    • Cloudray China PVD Znse Focus Lens for CO2 Laser - 20 / 63.5
    • Cloudray China PVD Znse Focus Lens for CO2 Laser - 18 / 50.8
    • Cloudray China PVD Znse Focus Lens for CO2 Laser - 18 / 63.5

Promotions Subcommittee

  • Projector bulb at Artifactory Fringe Event - $99.49
    • To be funded in from the $200 Donation/Sponsorship received from CodeMaster specifically for Fringe expenses

Infrastructure Subcommittee

  • Sandblaster - Artifactory requested to authorise $21.20 towards the sandblaster on top of the pledges. It cost more than the budgeted $250.
  • Spindle sander. It cost more than the budgeted $265. Asking for $20 more.

Brewing SIG

  • Donated ingredients not covered by an existing by-law $X
    • money reimbursed, conversation ongoing on slack
    • discussion as to future group interest

Other

  • Transport costs for former RTR desks - $46.73
    • Approved, but future expense purchases come through Treasurer and relevant stakeholder.
Moved By Stuart
Seconded By Vincent
Status Accepted

Membership Report

Current Status

Membership as at 2020-02-08:

  • 44 (-2) Full Members (Monthly+Annual);
  • 23 (0) Concession Memberships (Monthly+Annual);
  • 4 (-1) Band Memberships
  • 3 (-1) Associate Memberships

Membership as at 2020-01-09:

  • 46 (+4) Full Members (Monthly+Annual);
  • 25 (0) Concession Memberships (Monthly+Annual);
  • 5 (-1) Band Memberships
  • 4 (-4) Associate Memberships

Cancelled Non-Payment

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

Below are response to followups in mid Jan not using TidyHQ.

  • B.C. -States was discontinuing membership after first month. No records to confirm. 4 invoices to cancel
  • M.O. - states we were advised in Oct suspending membership for 5 months due to Antarctica trip. No records. 4 invoices to cancel
  • J.S. has 3 due. Has unsubscribed from messages from TidyHQ. At a guess that is his way of cancelling membership. Has not responded to another email from a different address.

Approval requested to void the above invoices.

Moved By Fletcher
Seconded By Mel
Status Accepted

New Memberships for approval

  • CONCESSION - Isaac Monteath
  • FULL - NAMES
  • BAND - NAMES
Moved By Stuart
Seconded By Stuart
Status Accepted

Officer Reports

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

IT Officer

  • REPORT

Event Officer

  • REPORT

Rehearsal Room Coordinators

  • Fletcher to create an overuse policy (action item)
  • Tanner no longer coordinator
  • Ask James if he may step in

Quartermasters

  • REPORT

Membership Officers

  • REPORT

Membership Storage Officer

  • REPORT

Subcommittee Reports

Updates from subcommittees - discussions or requests for action.

Laser Subcommittee

  • exploring moving lasers around

IT Subcommittee

  • REPORT

Promotions Subcommittee

  • Fringe is running
  • Maintenance mode
  • Open every evening at girls school
  • response has been positive
  • Unfortunately foot traffic has been low due to venue (compared to last year)
    • promotional activities to ramp up interest
    • average 100 per day
  • celebrate contributers
  • Weekly design award
  • Bumpout Monday- Tuesday next week
  • Round of applause for Lauren!!
  • Supanova approaching

Sponsored Memberships Panel

  • One new sponsored membership - Michael Simons, due to start around 16th Feb.

Infrastructure Subcommittee

  • Scope of work with Lasers has increased (potential area reshuffle)
  • New air lines are proving useful
  • We're exploring the addition of an AED (diffibrilator) funded primarily by St John WA. Main roadblock is we need a publicly accessible wall. Can we consider abandoning the gate lock?
  • For Infrastructure Subcommittee projects please check with the listed Project Lead or Infrastructure Chair before acquiring material that has an attached aquisition cost or significant disposal cost (would take up more than a 3rd of the skip).

Event/Workshop Coordinator Reports

News and discussions on events.

# Denotes run by non-members

Tech

  • ADUG - (Coordinators: Richard Harrington, Scott Hollows#) -
  • Arduino U - (Coordinators: Hugh, Doug) - business as usual
  • Open Source Hackers (Coordinators: Stephen Price#) -

Games

  • ARTIfrag (Coordinator: Iain) -
  • Chess Knight (Coordinator: Stuart) - All went well.

Cosplay and Craft

  • Crafternoon (Coordinator: Lauren) - Not happening atm
  • Cosplay (Coordinator: Scott) -
  • Leathercraft Workshops (Coordinator: Andrew L aka Western Leathercraft) - one workshop of 3 persons.
  • PikPI Cosplay Workshops (Coordinators: Hayleye#) - none

Music

  • DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits#) - 14Jan-A Big crowd compared to recent others.
  • Mostly Modular Synth (Coordinators: Hugh, Jon) -
  • Noizemaschin!! (Coordinators: Stuart, Tim, Jean-Michel, Skot) - Attendance: 35
    • Positive
    • Needs Work
      • Sloppy transitions between acts
      • Some feedback issues
    • Suggestions
      • Would like a lighting operator
        • WAAPA??

General

  • General Hacking Day (Coordinator: Committee) -
  • Open Day (Coordinator: Steve Hodges) -
    • Busy considering lack of advertising
  • Wine & Design (Coordinator: Committee) -
  • Workshop Wednesday (Coordinator: Fletcher) - Cooler days obviously attract a significantly increased turnout. Thanks to Lisa for standing in this week.

Other (new and once off events)

  • OTHER Events

Other Business

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 EXAMPLE - DO NOT DELETE UNTIL DAY OF MEETING

What/Inform/Issue

Motion (if required)

Motion Text

To take effect from xx/xx/2020 (if new bylaw allow time for example for the website/wiki/tidyHQ to be updated.)

Moved By MOVER
Seconded By SECONDER
Status Accepted/Rejected

Action Items (if required)

Action Items Who
do/buy/make/implement the thing. By xx/xx/2020
update website/wiki/TidyHQ/bylaws/etc
Inform

By-law Modification: Artifactory Expenses

Currently first aid supplies are being included under kitchen expenses, they should be explicitly included.

Motion

Modify the Artifactory Expenses by-law to include first aid supplies as reimbursable items.

Moved By Fletcher
Seconded By SECONDER
Status Accepted

End of Meeting

Remember to set NEXT_MEETING before closing meeting!

  • Next meeting: 14th March 2020, 5 weeks

Action Summary

  • Investigate bandroom usage limit policy (Fletcher)
  • Ask James if he wants to be bandroom coordinator (JM)
  • Vending machine: Progress report (Steve)
  • Followup with Steven Hughes (Blazing Swan stage build) (Fletcher)
  • Modify expenses by-law (JM)