Previous meeting: 2024-12-14
Next meeting: NNNN-NN-NN
Scheduled start: 2025-02-15, 12:30
The table of contents on the left side of the page forms the agenda of this meeting. Agenda must be set 48 hours before start of committee meeting.
Present: REMOVE NOT PRESENT
Apologies:
Absent:
Observing: Nil
Minute taker: Lewis Yip
Chair: Fletcher Boyd
Quorum present (4 committee members): YES
Previous meeting's minutes: 2024-12-14
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the 2024-12-14 minutes as presented | Fletcher | Lewis | Accepted |
| Date Raised | Date Completed | Motion Text | Outcome |
|---|---|---|---|
| Sat 14 Dec 2024 1:34PM | Sat 14 Dec 2024 4:19PM | Raise Big Red minimum tool usage fee for members to $2.00/day | Passed (unanimous) |
| Sat 14 Dec 2024 8:05PM | Tue 17 Dec 2024 8:01PM | Approve $35.01 for purchase of Bilge Pump from the General Fund | Passed (6 in favour, 1 did not participate) |
| Mon 16 Dec 2024 11:26AM | Thu 19 Dec 2024 12:02PM | Issue RFID key for member Gabe Kallman | Passed (6 in favour, 1 did not participate) |
| Mon 16 Dec 2024 11:50AM | Thu 19 Dec 2024 11:02AM | Approve $73.25 for postage costs from the General Fund | Passed (6 in favour, 1 did not participate) |
| Tue 7 Jan 2025 9:46AM | Fri 10 Jan 2025 10:01AM | Approve $65 to renew our Costco membership from the General Fund | Passed (6 in favour, 1 did not participate) |
| Sat 11 Jan 2025 8:30AM | Tue 14 Jan 2025 9:02AM | Issue RFID key for member Lea McLean24/7 key approval | Passed (unanimous) |
| Mon 13 Jan 2025 6:37PM | Thu 16 Jan 2025 7:01PM | Approve $179 for purchase of a backup/replacement magnetic door strike from the Infrastructure Fund | Passed (unanimous) |
| Sat 25 Jan 2025 9:48AM | Tue 28 Jan 2025 10:02AM | Approve $300 for purchase of downlights (Infrastructure and Equipment Fund) | Passed (6 in favour, 1 did not participate) |
| Wed 29 Jan 2025 8:18PM | Sat 1 Feb 2025 9:00PM | Approve $130 for purchase of 3 phase plugs from the Infrastructure and Equipment Fund | Passed (6 in favour, 1 did not participate) |
| Wed 5 Feb 2025 3:01PM | Sat 8 Feb 2025 4:02PM | Approve $136.13 for purchase of 3 phase cable from the Infrastructure and Equipment Fund | Passed (unanimous) |
| Sat 8 Feb 2025 7:07PM | Tue 11 Feb 2025 8:01PM | Issue RFID key for member Cinder McLeod | Passed (6 in favour, 1 did not participate) |
| Sat 8 Feb 2025 7:11PM | Tue 11 Feb 2025 8:01PM | Issue RFID key for member Mei-en Liao (Kimmy) | Passed (6 in favour, 1 did not participate) |
JC sends his apologies and has submitted this report in advance.
Apologies I cannot be here for the first meeting of 2025.
I want to acknowledge the dedication that keeps the Artifactory running, especially through the “quieter” December–January period. As a volunteer-driven space, we rely on our Committee Members, Event Hosts, and Trainers, and their well-earned time off highlighted just how vital our volunteers are.
Thank you to everyone who contributed their time and effort during this “quieter” period, in order for the Artifactory to remain open and operational.
Special Shout-out to Fletcher, for implementing the Taiga system, which has been instrumental in helping committee members and new volunteers navigate reporting and track space projects. As more members engage with it, we hope to see a mix of fresh faces and returning members reinvigorating our community.
Please check this out (tasks.artifactory.org.au or in Slack - Taiga App), as it is a valuable asset, in managing the space and members needs.
Our Committee, Trainers and event hosts continue to do fantastic work, ensuring members are well-equipped to make the most of the space.
If you're keen to get involved, or haven’t visited in a while, please reach out we’d love to reconnect + ensure everyone is on the same page, especially when pitching the Artifactory to prospective new members.
I’ll close with a question: What is the Artifactory to you, and how would you describe it to others?
I once likened it to a gym—except instead of lifting weights, you pay to use tools and technology. That is still somewhat true, but looking at 2025 and forward, I'd like to encourage the Artifactory to others, as a creative playground of tools and technology, but more importantly, a safe space where people can make, learn, and share.
Strong membership numbers and generally prompt payment of membership fees has saan us continue to travel well, even with the significant increase in rent. The backpay of the increase is included in the December figures, with the new rent reflected in January.
Our biggest project funded by our infrastructure fund has been successfully completed, with the wonderful shade sails installed in the courtyard. The feedback from members has been overwhelmingly positive, increasing the usability of the space to a significant degree. Thanks to all who contributed financially, and assisted in other ways.
| Account - as at End of Month | Balance |
|---|---|
| Operations | $ 8,002.56 |
| Sponsored Memberships | $ 2,845.16 |
| Secure Account | $30,000.00 |
| TOTAL | $40,847.72 |
| Income AUD | Dec-24 | Jan-25 |
|---|---|---|
| Bond | $135.00 | $135.00 |
| Casual - Band Room | $40.00 | $0.00 |
| Casual | $745.00 | $670.00 |
| Donation | $270.00 | $0.00 |
| Donation - Sponsored Membership | $45.00 | $45.00 |
| Drinks/Snacks | $818.87 | $746.25 |
| Equipment Purchases/Sales | $15.00 | $0.00 |
| Event - Talkshop | $55.00 | $465.00 |
| Fundraising Income and Expenses | $315.00 | $0.00 |
| Membership | $5,932.60 | $7,213.67 |
| Miscellaneous (Net Zero) | $1,800.00 | $0.00 |
| Ticketed Events | $0.00 | $14.14 |
| Tool Use/Costs - 3D Printers | $60.42 | $115.00 |
| Tool Use/Costs - CNC | $0.00 | $30.00 |
| Tool Use/Costs - Lasers | $91.00 | $138.00 |
| Tool Use/Costs - Mill | $0.00 | $20.00 |
| Total | $10,322.89 | $9,592.06 |
| Expenses AUD | Dec-24 | Jan-25 |
|---|---|---|
| Admin - Bank Fees | $45.28 | $35.89 |
| Admin - Electricity | $0.00 | $694.86 |
| Admin - Internet | $205.00 | $205.00 |
| Admin - Waste | $91.85 | $91.85 |
| Admin/Bank Fees / Electricity / Insurance / Internet / Waste | $73.25 | $0.00 |
| Bond | $135.00 | $0.00 |
| Drinks/Snacks | $679.94 | $293.56 |
| Equipment Purchases/Sales | $79.00 | $179.00 |
| Event - Talkshop | $194.33 | $288.19 |
| Infrastructure - Expenses | $70.01 | $4,361.08 |
| IT Expenses (not internet) | $1,796.00 | $0.00 |
| Lease+Variable Outgoings | $6,295.66 | $4,918.84 |
| Miscellaneous (Net Zero) | $1,800.00 | $0.00 |
| Promotional Expenses | $0.00 | $317.67 |
| Tool Purchases/Sales | $158.00 | $0.00 |
| Tool Repairs/Consumables | $14.98 | $0.00 |
| Tool Use/Costs - 3D Printers | $64.99 | $1,468.14 |
| Tool Use/Costs - CNC | $0.00 | $18.53 |
| Workshop Consumables | $19.92 | $30.80 |
| Total | $11,723.21 | $12,903.41 |
| Date | Total | Contact | Item | Category | Authorisation |
|---|---|---|---|---|---|
| 02/12/2024 | $155.74 | Spud Shed | Drink Restock | Drinks/Snacks | Quartermaster |
| 02/12/2024 | $19.92 | Carbatec | Sanding Sleeves | Workshop Consumables | Loomio |
| 03/12/2024 | $398.35 | Costco | Drink Restock | Drinks/Snacks | Quartermaster |
| 03/12/2024 | $237 | Bunnings | Workshop blower, Sanders | Equipment Purchases/Sales, Tool Purchases/Sales | Loomio |
| 03/12/2024 | $86 | Aussie Broadband | Internet | Admin - Internet | Treasurer |
| 06/12/2024 | $935 | Cooper Webb Lawyers | Lease Costs | Lease+Variable Outgoings | Loomio |
| 06/12/2024 | $10.19 | Autobarn | Thicknesser Oil | Tool Repairs/Consumables | Subcommittee |
| 10/12/2024 | $64.99 | Bambu Lab AU | Printer Hotend | Tool Use/Costs - 3D Printers | Subcommittee |
| 11/12/2024 | $1,800 | Perth Artifactory Inc | Cash Withdrawal, redeposited | Miscellaneous (Net Zero) | Treasurer |
| 12/12/2024 | $42.83 | European Foods Marketplace | Social Food | Event - Talkshop | Quartermaster |
| 12/12/2024 | $35 | Kmart | Deep Fryer | Infrastructure - Expenses | Loomio |
| 13/12/2024 | $22.25 | Adrian's Continental Deli | Social Food | Event - Talkshop | Quartermaster |
| 16/12/2024 | $4477 | Prime Property Agency Pty Ltd | Lease | Lease+Variable Outgoings | Treasurer |
| 16/12/2024 | $119 | Pentanet | Internet | Admin - Internet | Treasurer |
| 16/12/2024 | $73.25 | Australia Post | Donor Gifts | Admin/Bank Fees / Electricity / Insurance / Internet / Waste | Loomio |
| 16/12/2024 | $35.01 | Bunnings | Drain Pump (Design Lab AC) | Infrastructure - Expenses | Loomio |
| 17/12/2024 | $883.66 | Prime Property Agency Pty Ltd | Lease increase backpay | Lease+Variable Outgoings | Treasurer |
| 18/12/2024 | $135 | Charles Owens | Keybond Refund | Bond | Treasurer |
| 19/12/2024 | $4.79 | eBay | Caliper batteries | Tool Repairs/Consumables | Subcommittee |
| 20/12/2024 | $35.88 | Aldi Stores | Drink Restock | Drinks/Snacks | Quartermaster |
| 23/12/2024 | $91.85 | Instant Waste | Skip Bin | Admin - Waste | Treasurer |
| 23/12/2024 | $89.97 | Costco | Drink Restock | Drinks/Snacks | Quartermaster |
| 30/12/2024 | $,1812.16 | MSY | NVR Drives | Admin - Bank Fees, IT Expenses (not internet) | Loomio |
| 31/12/2024 | $129.25 | Costco | Social Food | Event - Talkshop | Quartermaster |
| 31/12/2024 | $29.12 | NAB | Merchant Fees | Admin - Bank Fees | Treasurer |
| 02/01/2025 | $70.00 | Liquorland | Canteen Restock | Drinks/Snacks | Quartermaster |
| 02/01/2025 | $52.00 | BWS | Canteen Restock | Drinks/Snacks | Quartermaster |
| 02/01/2025 | $75.35 | Costco | Social Food | Event - Talkshop | Quartermaster |
| 02/01/2025 | $8.90 | Woolworths | Social Food | Event - Talkshop | Quartermaster |
| 02/01/2025 | $35.55 | Coles | Social Food | Event - Talkshop | Quartermaster |
| 02/01/2025 | $28.00 | Woolworths | Social Food | Event - Talkshop | Quartermaster |
| 02/01/2025 | $8.25 | Dianella Fresh | Social Food | Event - Talkshop | Quartermaster |
| 02/01/2025 | $4,918.84 | Prime Property Agency Pty Ltd | Rent | Lease+Variable Outgoings | Treasurer |
| 07/01/2025 | $86.00 | Aussie Broadband | Internet | Admin - Internet | Treasurer |
| 07/01/2025 | $18.53 | Bunnings | CNC Router chiller water | Tool Use/Costs - CNC | Subcommittee |
| 08/01/2025 | $40.10 | Coles | Social Food | Event - Talkshop | Quartermaster |
| 08/01/2025 | $1,468.14 | Siddament | Filament | Tool Use/Costs - 3D Printers | Loomio |
| 09/01/2025 | $694.86 | Synergy | Power Bill | Admin - Electricity | Treasurer |
| 09/01/2025 | $22.35 | Adrian's Continental Deli | Social Food | Event - Talkshop | Quartermaster |
| 13/01/2025 | $179.00 | eBay | Door Strike | Equipment Purchases/Sales | Loomio |
| 15/01/2025 | $119.00 | Pentanet | Internet | Admin - Internet | Treasurer |
| 16/01/2025 | $107.75 | Perth Artifactory Inc | Canteen Restock | Drinks/Snacks | Quartermaster |
| 16/01/2025 | $30.80 | Carbatec | Belt cleaning sticks | Workshop Consumables | Subcommittee |
| 20/01/2025 | $33.10 | Coles | Canteen Restock | Drinks/Snacks | Quartermaster |
| 21/01/2025 | $65.00 | Costco | Costco Membership | Drinks/Snacks | Loomio |
| 22/01/2025 | $16.75 | Perth Artifactory Inc | Canteen Restock | Drinks/Snacks | Quartermaster |
| 22/01/2025 | $69.69 | Coles | Social Food | Event - Talkshop | Quartermaster |
| 22/01/2025 | $68.96 | Costco | Canteen Restock | Drinks/Snacks | Quartermaster |
| 28/01/2025 | $91.85 | Instant Waste | Skip Bin | Admin - Waste | Treasurer |
| 28/01/2025 | $4.50 | Vibe Petrol | Canteen Restock | Drinks/Snacks | Quartermaster |
| 29/01/2025 | $4,235.00 | West Coast Shade | Shade Sails | Infrastructure - Expenses | Loomio |
| 31/01/2025 | $317.67 | Meetup | Meetup Membership | Promotional Expenses | Treasurer |
| 31/01/2025 | $35.89 | NAB | Merchant Fees | Admin - Bank Fees | Treasurer |
| 31/01/2025 | $126.08 | 4Cabling | 3 Phase Plugs | Infrastructure - Expenses | Loomio |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept Expenses as reported above | Fletcher | Lewis | Accepted |
Total Overdue - $4,655
Total Overdue >30 Days - $3,305
Total Overdue >60 Days - $2,285
Total Overdue >90 Days - $1,870
| Total in Fund | $ 7,226.89 |
|---|---|
| Donations Received | $ 0 |
| Donation Matching | $ 0 |
| ------------------------------------------ | ------------ |
| Expense | -$ 4,361.08 |
| Class | This month | Prev meeting (2 months ago) | Diff |
|---|---|---|---|
| Full | 66 | 71 | -5 |
| Concession | 35 | 38 | -3 |
| Band | 2 | 2 | 0 |
| TOTAL | 103 | 111 | -8 |
Note to the secretary (delete after reading)
Populate using information from Artifactory Reports - Members awaiting approval.
After the meeting, go into TidyHQ and mark the members as approved.
| Date | Name | Class of membership |
|---|---|---|
| 2025-01-08 11:45:35 +0800 | Mei-En Liao (Kimmy) | Full Membership - Monthly Subscription |
| 2025-01-12 18:57:38 +0800 | Alex Smedley | Full Membership - Monthly Subscription |
| 2025-02-01 12:25:24 +0800 | Anna Whitlock | Full Membership - Monthly Subscription |
| 2025-02-02 14:32:38 +0800 | Joe Skinner | Full Membership - Monthly Subscription |
| 2024-12-22 23:45:56 +0800 | Ido Angert | Concession Membership - Monthly Subscription |
| 2025-01-04 13:22:05 +0800 | Cinder McLeod | Concession Membership - Monthly Subscription |
| 2025-01-05 15:01:39 +0800 | Devlin Turbin | Concession Membership - Monthly Subscription |
| 2025-01-08 16:08:40 +0800 | Alice Robinson-Kinson | Concession Membership - Monthly Subscription |
| 2025-02-01 13:43:27 +0800 | Brett Clarke | Concession Membership - Monthly Subscription |
| 2025-02-12 20:22:19 +0800 | Timothy Stewart | Concession Membership - Monthly Subscription |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept all membership applications listed above | Fletcher | Lewis | Accepted |
Reports to be emailed in for review of committee when officer does not attend meeting.
Going forward we have a few options:
ACTION: JC to advise band reps of committee discussion and highlight that same rules apply as rest of Artifactory. Keep it clean and tidy.
ACTION: Fletcher to discuss PA cabling with Aaron's band.
Updates from subcommittees - discussions or requests for action.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Approve up to $250 to purchase a new laser extractor | Fletcher | Lewis | Accepted |
Silphco session limit has been fixed (long time issue that negatively impacted volunteers)We've started drawing up plans for things we want to discuss at the town hall:
News and discussions on events.
* Denotes run by non-members
(new and once off events)
Other business (items not covered by regular meeting sections) may be added to this section until the notice of the committee meeting is given to the committee members, 48 hours before the meeting.
Urgent business that has not been described in the notice may be conducted at the meeting if the committee members at the meeting unanimously agree to treat that business as urgent.
Refer s43 of the constitution regarding Notice of committee meetings.
From: Fletcher
The vending machine is leaking. How much are we willing to spend?
Asking members for help hasn't brought up any leads
Fridgie callout is $150, gassing/leak detecting may be more
Vending machine does make bar restocks significantly easier (reduces restock frequency)
Discussion - a substantial amount of volunteer effort has gone into the vending machine and we should put some money into fixing it.
ACTION: Fletcher will reach out to a refridgeration mechanic and find out pricing to inspect the vending machine. Fletcher will then raise an online motion to approve the cost.
From: Renae
There are 2 parts to this - recognising our major volunteers, and formalising the setup where some people have alternate arrangements for paying for drinks/snacks.
Where people are making a significant volunteer effort (not as part of clean for training), it would be nice to offer a free soft drink.
Suggestion:
Event hosts for Artifactory Events - 1 drink per event
Work on approved projects - 1 drink for every full hour completed.
Tokens with initials to be put in a container as the drink is taken, to make it obvious to all members that people are not just helping themselves when they feel like it (as has been queried previously)
A separate container can be used for tokens where the drink is being donated to giant robot, so that the volunteer time can still be recognised.
Anyone putting in more than 10 hours in a month gets their own supply of personalised tokens
Discussion:
All in attendance in agreement with this idea.
Need to communicate this so that it is clear that this is a system to recognise volunteer effort, not just giving free drinks to people.
Tegan suggests running a trial of this before committing to permanent implementation.
Actions:
ACTION: Renae to detail how the volunteering tokens system would be regulated procedurally. Raise in Loomio.
ACTION: Fletcher to detail physical implementation of the volunteering tokens section (or delegate to another).
From: Fletcher
We've drafted a revised dangerous projects policy and put it out for community feedback. It is ready to put into place.
Discussion:
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Replace the Dangerous Projects and Tools policy with the Dangerous Projects policy as written | Fletcher | Lewis | Accepted |
| Delegate project approval authority to Blake Samuels | Fletcher | Lewis | Accepted |
| Delegate project approval authority to Doug Bateman | Fletcher | Lewis | Accepted |
| Delegate project approval authority to Steve Hodges | Fletcher | Lewis | Accepted |
| Delegate project approval authority to Stewart Greenhill | Fletcher | Lewis | Accepted |
| Action Items | Who |
|---|---|
| Amend the Dangerous Projects policy to insert a record keeping requirement | Lewis |
| Dangerous Projects policy - Update wiki | Lewis |
| Dangerous Projects policy - Update website | Joshua/Fletcher |
| Dangerous Projects policy - Announce to membership | Fletcher |
| Dangerous Projects policy - Check in with event hosts | Fletcher |
From: Fletcher
Projects covered by our dangerous projects policy will take more volunteer time and Artifactory resources. If people want to work on these types of projects they should join as members.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Bar day pass attendees from working on projects covered by the Dangerous Projects policy | Fletcher | Lewis | Accepted |
| Action Items | Who |
|---|---|
| Day pass project restrictions - Update wiki | Lewis |
| Day pass project restrictions - Update website | Joshua/Fletcher |
| Day pass project restrictions - Announce to membership | Fletcher |
| Day pass project restrictions - Check in with event hosts | Fletcher |
From: Fletcher
Vehicle fitouts (and the attendees that do them) take up a disproportionate amount of volunteer time and Artifactory resources. Then as soon as the project is completed they leave to go travelling. Vehicle fitouts should require committee approval and largely should only be considered if:
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Require vehicle fitouts to be approved by the committee. Committee to follow application guidance as written. | Fletcher | Lewis | Accepted |
| Action Items | Who |
|---|---|
| Vehicle fitout restrictions - Draft bylaw for consideration by committee | Lewis |
| Vehicle fitout restrictions - Update wiki | Lewis |
| Vehicle fitout restrictions - Update website | Joshua/Fletcher |
| Vehicle fitout restrictions - Announce to membership | Fletcher |
| Vehicle fitout restrictions - Check in with event hosts | Fletcher |
From: Fletcher
The exact words of the conversation have been relayed to the committee in private
Discussion - proposed course of action.
Remember to set next meeting time before closing meeting!
Also update the pinned message in #committee to say the date of the next meeting.
Minutes: 2025-03-22
Fletcher - band membership phase out to band subscription. - Website side in progress
❓ Spondy and Fletcher - Sheet storage audit is due - Not actioned
Renae and Fletcher - finish writing induction checklists - In progress but we sometimes gain tools faster than we can write inductions for them
Fletcher - investigate what happens if we withdraw from our Meetup subscription - We have decided to go on with it.
Renae/Fletcher - Forward a copy of the fully executed lease to Lewis for our files.
JC - advise band reps of committee discussion and highlight that same rules apply as rest of Artifactory. Keep it clean and tidy.
Fletcher - discuss PA cabling with Aaron's band.
Renae - reach out to Bunnings rep to confirm next Bunnings event at Easter.
Fletcher - reach out to a refridgeration mechanic and find out pricing to inspect the vending machine. Fletcher will then raise an online motion to approve the cost.
Renae - detail how the volunteering tokens system would be regulated procedurally. Raise in Loomio.
Fletcher - detail physical implementation of the volunteering tokens section (or delegate to another).
Lewis - Amend the Dangerous Projects policy to insert a record keeping requirement
✅ Lewis - Dangerous Projects policy - Update wiki
Joshua / Fletcher - Dangerous Projects policy - Update website
✅ Fletcher - Dangerous Projects policy - Announce to membership
Fletcher - Dangerous Projects policy - Check in with event hosts
Lewis - Day pass project restrictions - Update wiki
Joshua/Fletcher - Day pass project restrictions - Update website
✅ Fletcher - Day pass project restrictions - Announce to membership
Fletcher - Day pass project restrictions - Check in with event hosts
Lewis - Vehicle fitout restrictions - Draft bylaw for consideration by committee
Lewis - Vehicle fitout restrictions - Update wiki
Joshua/Fletcher - Vehicle fitout restrictions - Update website
✅ Fletcher - Vehicle fitout restrictions - Announce to membership
Fletcher - Vehicle fitout restrictions - Check in with event hosts