Previous meeting: 2023-06-24
Next meeting: 2023-08-19
Scheduled start: 2023-07-22, 14:00
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.
Previous meeting's minutes: 2023-06-24
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept previous meeting minutes. | Beau | Spondy | Accepted |
Get update on the Dino situation
Restock the first aid kit
Action item
| Date raised | Date completed | Motion text | Outcome |
|---|---|---|---|
| 2023-06-28 | 2023-06-29 | MOTION: Accept Full Membership application for Anthony Parrella | Passed: 7 ayes, 2 abstentions |
| 2023-07-03 | 2023-07-04 | MOTION: Set fees for tool training as per the draft currently at https://wiki.artifactory.org.au/en/testing/drafts/training-fees, taking effect immediately. | Passed: unanimously |
| 2023-07-03 | 2023-07-04 | MOTION: Set fees for laser cutter job cutting as per the draft currently at https://wiki.artifactory.org.au/en/testing/drafts/laser-fees, taking effect immediately. | Passed: unanimously |
| 2023-07-10 | 2023-07-17 | Approve Full Membership application for Craig Bond | Lapsed: not all committee members participated. |
Business as usual.
Extinguisher inspection still required
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.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Approve Full Membership application for Craig Bond | Lewis | Beau | Accepted |
Reports to be emailed in for review of committee when officer does not attend meeting.
Business as usual
Invited to Kaiga Anime Convention - potential to revive cosplay activities in the space
Several storage spots on the pallet rack cleared.
Sheet storage audit is due.
Updates from subcommittees - discussions or requests for action.
News and discussions on events.
* Denotes run by non-members
Other business (items not covered by regular meeting sections) may be added to this section up to 48 hours before start of committee meeting.
We have an opportunity to change how we make decisions. The current process is either discussions are had ad hoc in #committee, raised as motions in #committee-important or raised at a committee meeting. While this is an easy process for committee members to participate in it's somewhat difficult to administer and has an upper limit on votes.
The way I see it we have a few requirements for deliberation and decision making:
It needs to understandable and usable by people without a high degree of technical skill
Discussion:
Whatever system we use should reduce the administrative burden placed on volunteers where possible
We can configure permissions within Loomio in a few different ways, these are some decisions that need to be made:
Option Technical difficulty Pros Cons Open to anyone A couple of hours (Set up SSO, post places) Pros Cons Open to current members and those that leave after this decision has been made (based on TidyHQ email) ~8 hours (Set up SSO, write new member tidyhq connector, post places) Pros Cons Open to current members (based on TidyHQ email) ~10 hours, occasional admin (Set up SSO, write new member tidyhq connector, write resignation connector, monitor for edge cases, post places) Pros Cons Some combination of the above but only advertised via Slack As above Pros Cons Active and past volunteers (invite only) A couple of hours setup, occasional admin (Set up SSO, invite, monitor for deactivations) Pros Cons Active volunteers (invite only) A couple of hours setup, occasional admin (Set up SSO, invite) > Pros Cons Subcommittee+ A couple of hours setup, occasional admin (Set up SSO, invite) Pros Cons Committee only Already complete, admin once per year (committee changeover) (Set up SSO, invite) Pros Cons
Option Technical difficulty Pros Cons Open to anyone No added difficulty Pros Cons Open to current members and those that leave after this decision has been made (based on TidyHQ email) Same difficulty as invite if lighter registration restrction Pros Cons Open to current members (based on TidyHQ email) Same difficulty as invite if lighter registration restrction Pros Cons Some combination of the above but only advertised via Slack Same difficulty as invite if lighter registration restrction Pros Cons Active and past volunteers (invite only) Occasional admin to adjust groups Pros Cons Active volunteers (invite only) Occasional admin to adjust groups Pros Cons Subcommittee+ Occasional admin to adjust groups Pros Cons Committee only Admin once per year (committee changeover) Pros Cons
Option Pros Cons Open to anyone Pros Cons Open to current members and those that leave after this decision has been made (based on TidyHQ email) Pros Cons Open to current members (based on TidyHQ email) Pros Cons Some combination of the above but only advertised via Slack Pros Cons Active and past volunteers (invite only) Pros Cons Active volunteers (invite only) Pros Cons Subcommittee+ Pros Cons Relevant Subcommittee+ Pros Cons Committee only Pros Cons
Option Technical difficulty Pros Cons Open to anyone Slight admin to move threads once resolved (assuming this was selected above) Pros Cons Open to current members and those that leave after this decision has been made (based on TidyHQ email) Slight admin to move threads once resolved (assuming this was selected above) Pros Cons Open to current members (based on TidyHQ email) Slight admin to move threads once resolved (assuming this was selected above) Pros Cons Active and past volunteers (invite only) Slight admin to move threads once resolved (assuming this was selected above) Pros Cons Active volunteers (invite only) Slight admin to move threads once resolved (assuming this was selected above) Pros Cons Subcommittee+ Slight admin to move threads once resolved (assuming this was selected above) Pros Cons Committee only None Pros Cons
Option Pros Cons Open to anyone Pros Cons Open to current members and those that leave after this decision has been made (based on TidyHQ email) Pros Cons Open to current members (based on TidyHQ email) Pros Cons Some combination of the above but only advertised via Slack Pros Cons Active and past volunteers (invite only) Pros Cons Active volunteers (invite only) Pros Cons Subcommittee+ Pros Cons Committee only Pros Cons
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Adopt Loomio as the primary method for online committee decision making and deliberation. To take effect immediately. | Fletcher | Phoebe | Accepted |
| Adopt the permission structure selected above. To take effect immediately. | Lewis | Pheobe | Accepted |
Want to move to a system where every member have specified slot(s) in the sheet storage racks.
Proposal to be fleshed out online and proposed - Renae to draft.
Last discussed in January
To run on the last Saturday of the month. (i.e. the Saturday before each Open Day.)
Brings in people who don't have their own project.
Event to be run by the Infrastructure subcommitee.
Infrastructure subcommittee to decide focus topics/activities for each event beforehand.
ACTIONS - write a description - JC. Note proposed event time is this coming Saturday.
Add to socials, advertise on slack.
Instant waste has upped their price to $83.60/pickup (Current price is $76.01 as per Aug 2022)
City of Stirling quoted $85/pickup, minimum one pickup per month
We typically do 1-2 pickups per month.
Instant Waste:
CoS:
Thoughts:
Action: Investigate JJ Richards - Beau has a contact.
Action: Renae to ask Instant Waste to fix skip bin wheels.
Defer decision until we have more info or it becomes urgent.
Loomio: Revision to the classes of membership and the storage bylaws
Action - close out remaining issues after the meeting.
Draft: https://wiki.artifactory.org.au/en/testing/drafts/online-motions-mark-ii
The draft bylaw has now been moved to its permanent location at online motions.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| To accept the online motions by law revision, effective immediately. | Fletcher | Renae | Accepted |
Lewis to update wiki.
Lewis to draft further revision for delegation of absentees.
Loomio: Hazardous waste disposal policy
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept the proposed hazardous waste disposal policy effective today. | Fletcher | JC | Accepted |
Lewis to update wiki and inform community.
Loomio: Automotive projects bylaws
Draft automotive projects bylaws
Debate here about appropriate rules for keeping walkways clear and the interaction with member use of the front area of the space.
Bylaw needs some more work. Beau and JC to further work on this.
Beau and JC to work on automotive projects bylaws.
Remember to set next meeting time before closing meeting!
Minutes: 2023-08-19
| Who | What | Status |
|---|---|---|
| Phoebe | Investigate if it would worth while for the Artifactory to attend Kaiga Con. | |
| Renae | Draft amendments to storage bylaw regarding allocated slots for sheet material storage. | |
| JC | Write a description for the new Work On The Workshop event. | |
| Fletcher | Publicise new Work On The Workshop event on calendar, social media, Slack. | |
| Beau | Advise Fletcher of contact for JJ Richards waste disposal. | |
| Renae | Contact Instant Waste RE fixing skip bin wheels. | |
| Lewis | Close out remaining issues and commentary on Classes of Membership and Storage bylaws. | |
| Lewis | Update wiki regarding online motion by-law. | |
| Lewis | Draft further revisions to online motion by-law regarding handling of absences. | |
| Beau and JC | Further develop by-laws for working on automotive projects. |