Perth Artifactory


Committee Meeting 2020.04.25

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.


Members Present

  • Present: Iain, Stuart, Fletcher, Lauren, Mel, Vincent, Jean-Michel
  • Apologies: Steve
  • Absent: Scott, Hugh
  • Observing: Beau
  • Minute taker: Jean-Michel
  • Chair: Iain

Meeting Times

  • Opened: 4:13pm
  • Closed: CLOSE
  • Next meeting: See end of minutes

Review Previous Meeting's Minutes

  • motion to defer
Moved By Fletcher
Seconded By Vincent
Status Accepted

Review Previous Meeting's Action Items


  • Set up band membership notifications (Fletcher) not yet
  • Update the Artifactory Expenses By-Law
    • Update Wiki (Fletcher) passed onto Vincent
  • Membership Class Modification: Resident Artist (passed onto Vincent)
    • Update website (Fletcher)
    • Update wiki (Fletcher)
    • Inform membership via Slack/Email (Fletcher)
    • Inform NM community
  • New policies in response to COVID-19
    • Implement Covid19 emergency measures (Fletcher, Steve and various members) -Ongoing


    • Facemask assembly at Artifactory?
      • Utilising the space to produce
      • We may get uv equipment donated
      • Fletcher to continue discussions

Incident Reports

  • INCIDENTS - note any that are reported and discuss if needed

Property Report

    • Landlord insurance company inspected the space.


Chairperson's Report

  • Nothing to report

Treasurer's Report

  • We look to be eligible for the State Govt $2500 credit for electricity to be credit 1st of May. WA Govt Statement
  • Looking for someone to followup with Lotterywest. Iain and Steve? *action

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.

Notes to the below.

  • Insurance was paid in March 2020 for the coming year. Budgeting for it was adequate.
  • Space Cash (other Income) would have been $1100 less if payment wasn't received by ADUG for all their 2020 meetings.
31/03/2020 29/02/2020 notes ……………………………………………………………………..
Bank Accounts $12,819.62 $14,573.98
Pending from TidyHQ/EFTPOS/Cash + Float $737.48 $1,542.72
BALANCE $13,557.10 $16,116.70 Ideally should be larger than bond value
Guthrie St Bond $6000 $6000
Quarantined Funds 31/03/2020 29/02/2020
Estimated Key Bond $11,605.00 $11,755.00
For Insurance 20/21 $0.00 $2,552.00 +240 for each month due annually 31/3. ($2880 in 2020)
For TidyHQ 20/21 $245.00 $196.00 +49 for each month due annually Oct. ($588.75 in 2019)
For Extra Outgoings 20/21 $800.00 $700.00 +100 for each month due annually Aug. ($442.66 in 2019)
DESIRED BALANCE $12,650.00 $15,203.00
Funds Available (+Yes -NO) BALANCE-DESIRED BALANCE $907.10 $913.70
REVENUE (Excludes Bond) Mar-20 monthly average
Membership Income $3,945 $3,974
Space Cash (drinks/events/tool fees/casual) $1,599 $2,310
Fundraising $222
Donations $94 $167
Donations - For Membership $45 $86
TOTAL INCOME $5,683 $6,759
EXPENSES Mar-20 monthly average
Lease/Utilities/BOC/Bank Fees/Insurance $7,372 $5,202 Lease+Insurance paid inadvance, Others in arrears
Kitchenette/FundraisingFridge/Toiletries/Sale Program $116 $597
Total Regular Expenses $7,487 $5,799
Fundraising Expenses $197 $82
Equipment/Infrastructure Expenses $513 $579
Total Expense $8,197 $6,460

Expenses for Approval

Moved By MOVER
Seconded By SECONDER
Status Accepted/Rejected

Membership Report

Current Status

Membership as at 2020-xx-xx:

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

Cancelled Non-Payment

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


New Memberships for approval

  • ASSOCIATE MEMBERSHIP - Stuart Orchard (resident artist)
    • Educational purposes as working towards honours at university.
Moved By Jean-MIchel
Seconded By Stuart
Status Accepted

Officer Reports

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

IT Officer


Event Officer


Rehearsal Room Coordinators

  • Down to two memberships with one active band using the facility.
    • Two bands will likely return once Covid19 restrictions are lifted.
  • Band member James has 3 requests.
    • Bandmate wants to use bandroom during the day (weekdays to give lessons to students).
      • Standard member fee is currently $20 per session
    • James band to use bandroom twice a week regularly
      • .Proposed temporary $150 per month fee
      • Band supports this idea



Membership Officers


Membership Storage Officer


Subcommittee Reports

Updates from subcommittees - discussions or requests for action.

Laser Subcommittee

  • basic maintenance

IT Subcommittee


Promotions Subcommittee

  • Hahaha (mel)

Sponsored Memberships Panel

  • Replacement (

Infrastructure Subcommittee

  • Maintenance mode

Event/Workshop Coordinator Reports

News and discussions on events.

# Denotes run by non-members


  • ADUG - (Coordinators: Richard Harrington, Scott Hollows#) - Cancelled
  • Arduino U - (Coordinators: Hugh, Doug) - Moved to online
    • going okay, better scheduling.
  • Open Source Hackers (Coordinators: Stephen Price#) - Cancelled


  • ARTIfrag (Coordinator: Iain) - Cancelled
  • Chess Knight (Coordinator: Stuart) - Cancelled

Cosplay and Craft

  • Cosplay (Coordinator: Scott) - Cancelled
  • Leathercraft Workshops (Coordinator: Andrew L aka Western Leathercraft) - Cancelled
  • PikPI Cosplay Workshops (Coordinators: Hayleye#) - Cancelled


  • DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits#) - Cancelled
  • Mostly Modular Synth (Coordinators: Hugh, Jon) - Cancelled
  • Noizemaschin!! (Coordinators: Stuart, Tim, Jean-Michel, Skot) -


  • General Hacking Day (Coordinator: Committee) - Cancelled
  • Open Day (Coordinator: Steve Hodges) - Cancelled
  • Wine & Design (Coordinator: Committee) - Moved to online.
  • Workshop Wednesday (Coordinator: Fletcher) - Cancelled

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.

Appoint a new Secretary

J-M moving to ze country ~03/05/2020. Thus need new secretary.

Motion (if required)

Vincent to replace JM as secretary

To take effect from 26/05/2020

Moved By Fletcher
Seconded By Mel
Status Accepted

Action Items

Action Items Who
Implement By xx/xx/2020
update website/wiki/TidyHQ/bylaws/etc

End of Meeting

4:47pm Remember to set next meeting time before closing meeting!

  • Next meeting: 23rd May, 4:00pm

Action Summary

  • Appoint a new Sponsored member panel member
  • Followup with Lotterywest re: grant/funding

(passed onto Vincent) * Set up band membership notifications (Fletcher) not yet

  • Update the Artifactory Expenses By-Law
    • Update Wiki (Fletcher) passed onto Vincent. (Done)
  • Membership Class Modification: Resident Artist (passed onto Vincent)
    • Update website (Fletcher)
    • Update wiki (Fletcher) passed onto Vincent. (Done)
    • Inform membership via Slack/Email (Fletcher)
    • Inform NM community