¶ Committee Meeting - 2024-07-13
Previous meeting: 2024-06-08
Next meeting: NNNN-NN-NN
Scheduled start: 2024-07-13, 13:00
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.
¶ Minutes
¶ Members Present
-
Present:
- Ben Connor
- Fletcher Boyd
- Johannes Chuah
- Joshua Rospondek
- Lewis Yip
- Renae Currie
- Tegan Murphy
-
Apologies: Nil
-
Absent: Nil
-
Observing: Nil
-
Minute taker: Lewis
-
Chair: JC
-
Quorum present (4 committee members): YES
¶ Meeting Times
- Opened: 1310 hrs
- Closed: 1440 hrs
¶ Review Previous Meeting's Minutes
Previous meeting's minutes: 2024-06-08
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept previous meeting minutes | Ben | JC | Accepted |
¶ Review Previous Meeting's Action Items
-
❌ Fletcher - band membership phase out to band subscription.
- No progress
-
❌ Spondy and Fletcher - Sheet storage audit is due.
- Rough look indicates announcement required, lots of out of date material
- Announcement to be sent
-
✅ Stand for A5 flyers for Women on the Tools and for the bar.
- Lewis will print 2 more
-
Renae and Fletcher - finish writing induction checklists.
- Work on this continues
-
✅ Ben - Grant research
- Research done, now needs actions
-
✅ Lewis: review new member guide so it can be used as the basis for an in-person workshop induction.
- Fletcher developed full "New Member Orientation" training package which has been running well.
-
✅ JC: Remind rehearsal room users to vaccuum
-
✅ Fletcher: price for replacement security camera
- Spondy has repaired 2
- 1 camera still down
-
✅ Renae: Send Infrastructure Fund invoices / reciepts on 2024-06-15
-
✅ Lewis: Send Infrastructure Fund thanks / status update via #announcements
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✅ Lewis: Call out for Supanova demo pieces. Direct offers to Jason.
-
❓ Lewis/Renae: Develop junior associate membership proposal further on Loomio. Consider contingencies. Risk assessment of individual children in a workshop environment. Review minors in the space protocol.
- Shelved
¶ Review Online Motions
17 Loomio motions last month! The system works! 🎉
| Date raised | Date completed | Motion text | Outcome |
|---|---|---|---|
| 2024-06-08 | 2024-06-11 | Approve $480 from Infrastructure Fund for purchase of 2 security cameras | Passed (Unanimous) |
| 2024-06-13 | 2024-06-13 | Issue RFID key for member Ugo Gallet | Did not pass (Withdrawn) |
| 2024-06-13 | 2024-06-13 | Issue RFID key for member Joanna Coenen | Did not pass (Withdrawn) |
| 2024-06-14 | 2024-06-17 | Issue RFID key for member Daniel Boyd | Passed (6 in favour, 1 abstention - declared conflict of interest) |
| 2024-06-17 | 2024-06-20 | Approve $275 for purchase of room air filter for machine room | Passed (6 in favour, 1 abstention - declared conflict of interest) |
| 2024-06-17 | 2024-06-20 | Approve $222 for purchase of welding screens from the Infrastructure and Equipment Fund...) | Passed (Unanimous) |
| 2024-06-19 | 2024-06-24 | Issue RFID key for member Chris Fisher | Passed (Unanimous) |
| 2024-06-19 | 2024-06-23 | Issue RFID key for member Joanna Coenen | Passed (Unanimous) |
| 2024-06-19 | 2024-06-23 | Issue RFID key for member Ugo Gallet | Passed (Unanimous) |
| 2024-06-20 | 2024-06-23 | Issue RFID key for member David Bucur | Passed (Unanimous) |
| 2024-06-20 | 2024-06-23 | Approve $179 for purchase of a 1.5x3 vinyl banner displaying our logo for use at external events etc from our general budget | Passed (Unanimous) |
| 2024-06-20 | 2024-06-23 | Approve $284 for purchase of two pullup banners from our general fund | Passed (Unanimous) |
| 2024-06-20 | 2024-06-20 | Approve up to $350 for purchase of 2500 double sided promotional flyers from our general fund. | Passed (Unanimous) |
| 2024-06-22 | 2024-06-24 | Approve $200 for purchase of wood materials to produce items for sale at Supanova from the General Fund | Passed (Unanimous) |
| 2024-06-28 | 2024-07-01 | Approve $160 for purchase of event lighting from the general fund | Passed (6 in favour, 1 did not participate) |
| 2024-07-01 | 2024-07-04 | Approve $64 for purchase of gyprock sheets and screws for reinstatement of machine room wall after router install from the General Fund | Passed (6 in favour, 1 did not participate) |
| 2024-07-08 | 2024-07-11 | Approve $117.40 for purchase of materials for machine room dust extraction boom from the General Fund | Passed (6 in favour, 1 did not participate) |
¶ Correspondence
We recieved a complaint from a member regarding a committee member.
- The compliant was handled by Renae, who discussed the complaint with all involved parties.
- Renae also sought input from Lewis.
- The complaint has been resolved to the apparent satisfaction of the member.
- Actions arising from this process are -
The committee will compose guidance to trainers on dealing with any possible perceived conflict of interest when training or assessing.
The committee will discuss and make a decision on how we ensure appropriate currency of training on all tools.
Item 1 has been discussed in Loomio. Final actions have not yet been agreed.
Item 2 - we will draft a proposal to address this in Loomio.
¶ Incident Reports
A member sustained a minor (first aid treatment) injury while using the drill press.
- Refer Loomio thread.
- Fletcher and Ben met with the member on 13 July regarding the use of the drill press without having received training. The member was apologetic and made assurances there would be no recurrence.
¶ Property Report
- Business as usual
¶ Chairperson's Report
- Business as usual
- JC getting good feedback from the general public RE the work we have been doing to upgrade the space.
- Loomio working well to keep track of long term discussions.
- Space looked great on Saturday open day - thanks to all who helped
¶ 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.
-
Significant one-off income this month: Mainly infrastructure donations and Women's Woodworking Course fees.
-
Low membership income from last month recouped this month, natural variation due to due date being on month cutoff.
-
Reconciliation of accounts has started, hoping to complete before next month's meeting.
-
Supanova income will land in July's figures.
Balances as at 2024-07-11:
| Account | Balance |
|---|---|
| Operations | $16,339.78 |
| Donations | $20,000.00 |
| Sale Program | $0.00 |
| Sponsored Student Memberships | $6,361.38 |
| TOTAL | $42,701.16 |
¶ Income/Expenditure
| INCOME (AUD) | |
| Donations | $5,118.97 |
| Membership | $5,936.35 |
| Women's woodworking Course | $1,771.83 |
| Drinks/Snacks | $775.75 |
| Casual | $350.00 |
| Tool Use | $107.50 |
| Total Income | $15,397.97 |
| EXPENSES (AUD) | |
| Lease and running costs | $4,708.07 |
| Equipment/Infrastructure | $1,515.26 |
| Drinks/Snacks | $620.37 |
| Fundraising Expenses | $794.17 |
| Total Expenses | $8,019.07 |
| NET INCOME (AUD) | $7,378.90 |
¶ Expense Report
Intention is to include all expenses for the month to improve financial accountablilty.
Authorisations need to be updated, as they do not currently cover some situations where the money has been directly collected for that purpose. This includes Pledges and Talkshop event food. Discussion in general business.
It will take some time to calculate the money paid out in these categories, and a vote will be raised to cover it.
Please be careful to get the total amount right when raising pledges. You need to account for delivery fees, GST and any international transaction fees. TidyHQ fees can be accounted for separately under our general income.
| Date | Amount | Supplier | Item | Authorisation | Category |
|---|---|---|---|---|---|
| 03/06/2024 | $37.51 | NAB | Bank Fees | Treasurer | Admin/Bank Fees / Electricity / Insurance / Internet / Waste |
| 04/06/2024 | $57.80 | Bunnings | Workshop consumables - disposable gloves, rags | Quartermaster? | Equipment |
| 04/06/2024 | $20.88 | Coles | Talkshop event food | Event - recouped | Event - Talkshop |
| 07/06/2024 | $2.00 | Anonymous | Eftpos transaction did not go through | Treasurer | SPACE CASH - Drinks/Snacks |
| 10/06/2024 | $330.45 | Adam's Bits | Mill Bits | Pledged ($320) Penny's donation used to cover difference |
Equipment |
| 10/06/2024 | $221.46 | eBay | Welding screen | Loomio 20/6/2024 ($222) | Equipment |
| 11/06/2024 | $504.81 | Costco | Drinks | Quartermaster | SPACE CASH - Drinks/Snacks |
| 11/06/2024 | $85.95 | Fletcher Boyd | Card used in error - Fletcher noticed and repaid immediately | Treasurer | Misc |
| 12/06/2024 | $79.20 | Carbatec | Metal detector | Committee meeting 6/8/2024 ($80) | Equipment |
| 12/06/2024 | $23.00 | Coles | Talkshop event food | Event - recouped | Event - Talkshop |
| 13/06/2024 | $4,350.50 | Prime Property Agency Pty Ltd | Rent | Treasurer | Lease+Variable Outgoings |
| 13/06/2024 | $46.10 | Bunnings | Brooms | Committee meeting 06/08/2024 ($50) | SubC Infrastructure - Expenses |
| 17/06/2024 | $119.00 | Pentanet | Internet | Treasurer | Admin/Bank Fees / Electricity / Insurance / Internet / Waste |
| 20/06/2024 | $275.00 | Marketplace | Room Air Filter | Loomio 20/6/2024 ($275) | Equipment |
| 24/06/2024 | $298.39 | Vistaprint | Flyers | Loomio 20/6/2024 ($350) | SubC Promotions - Fundraising Expenses |
| 24/06/2024 | $179.00 | Officeworks | Banner | Loomio 23/6/2024 ($179) | SubC Promotions - Fundraising Expenses |
| 24/06/2024 | $99.48 | Bunnings | Wood for sale items | Loomio 22/6/2024 ($200) | SubC Promotions - Fundraising Expenses |
| 24/06/2024 | $6.25 | Bunnings | Tap aerator | Committee meeting 6/8/2024 ($10) | Equipment |
| 24/06/2024 | $31.80 | Coles | Talkshop event food | Event - recouped | Event - Talkshop |
| 26/06/2024 | $194.00 | Officeworks | Pull-up banners | Loomio 20/6/2024 ($194) | SubC Promotions - Fundraising Expenses |
| 27/06/2024 | $167.20 | Instant Waste | Skip bin | Treasurer | Admin/Bank Fees / Electricity / Insurance / Internet / Waste |
| 27/06/2024 | $23.30 | Bunnings | Wood for sale items | Loomio 22/6/2024 ($100.52) | SubC Promotions - Fundraising Expenses |
| 28/06/2024 | $499.00 | JB Hifi | Design lab TV | Pledged ($499) | Equipment |
| 28/06/2024 | $33.86 | NAB | Bank Fees | Treasurer | Admin/Bank Fees / Electricity / Insurance / Internet / Waste |
¶ Expenses for Approval
- EXPENSES
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| MOTION TEXT | MOVER | SECONDER | Accepted/Rejected |
¶ Due invoices
-
$5,650 Outstanding (not including pledged donations)
-
$3,280 Overdue Invoices (not including pledged donations) (down from $5,865 last month)
-
Thank you to those who helped negotiate with long-standing members.
-
Continuing significant efforts to communicate with members who do not pay their invoices on time, explaining the cost of volunteer time in following them up.
-
The new member induction will start helping next month.
-
Concern that new members are not always being invoiced for their second month in a timely manner.
¶ Membership Report
¶ Current Status
| Class | This month | Last month | Diff |
|---|---|---|---|
| Full | 54 | 52 | +2 |
| Concession | 35 | 32 | +3 |
| Band | 3 | 3 | - |
| TOTAL | 92 | 87 | +5 |
¶ New Memberships for approval
- Concession
- Charlie Watson
- Kaiden Karu
- Kristee Page
- Lea McLean
- Rami Nakamura
- Vicki Nicholson
- Full
- Jack Waterhouse
- Kunmit Kumar Patra
- Lewis Peaty
- Mason Larobina
- Rob Johnston
- Sean Johnston
- Sean Carter
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Approve all new memberships above | Lewis | Renae | Accepted/Rejected |
¶ Officer Reports
Reports to be emailed in for review of committee when officer does not attend meeting.
¶ Event Officer
- 🟢 Nothing to report
¶ Rehearsal Room Coordinators
- 🟢 Nothing to report
¶ Quartermasters
- 🟢 Bar restocking continuing as usual.
- 🟢 Request from member to stock small packs of UHT milk.
- 6 pack of 200ml UHT milk is $6 ($1.00/ea) from Coles
- We could sell for $2.00 ea
- Provides healthy alternative to soft drinks
- 🟡 Costco doesn't have viable options for larger chips, the search continues.
- 🟡 First aid cabinet needs restock.
¶ Membership Officers
- 🟢 New member induction seems to be going well.
- 🟢 Feedback positive from all new members.
¶ Membership Storage Officer
- 🟢 Chris Fisher is storing a hydraulic press in the courtyard in lieu of regular member storage. In return, Renae has asked Chris to help take care of the courtyard.
¶ Subcommittee Reports
Updates from subcommittees - discussions or requests for action.
¶ 3D printing Subcommittee
- 🟢 More 3D printers added!
- 🟡 Prusa-XL down 2 tool heads. Spare parts in transit.
- 🟢 All other printers functioning well
- 🟡 Some filament needs restock after Supanova
¶ Laser Subcommittee
-
🟡 Continuing beam alignment issues with Big Red.
- Decided to resolve this by ordering new mirror assemblies.
-
🟢 Blake has ordered:
- Mirror assemblies
- Lenses
- O-rings
- Laser maintenance tools
-
🟡 Yet to specify / order:
- Drag chain
- Belts
¶ IT Subcommittee
- 🟡 We were targeted by phishers trying to gain access to our Google accounts. Don't click links in emails!
- 🟡 Server misconfiguration caused 24h downtime of in-space services. Resolved.
¶ Promotions Subcommittee
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🟢 Thank you Spondy for design work on a full suite of advertising materials ahead of Supanova.
-
🟢 Advertising materials (pull-up banners, flyers, banners, etc) are now available for all events we attend, which will greatly increase our visual presence at events.
-
🟡 Spondy to email Vistaprint re flyers
-
🟡 Meetup cost rising from $165/6 mo to $265/6 mo.
- Fletcher to reserach what happens if we retreat from our Meetup subscription
- Worth keeping meetup if we can find another group to share cost with, otherwise not worth it
¶ Associate Memberships Panel
- Nothing to report
¶ Infrastructure Subcommittee
- 🟢 Adam Gardner has been working very hard on a comprehensive register of every tool in the workshop. 🔨⛏️🪚
- Intent is to use this data to advertise our full range of available tools (wiki page) as we have 200+ "tools"!
- This is ready to go.
- Link to this from main website??
Ben moves a motion of thanks and Fletcher seconds. Thank you Adam! 💖
-
🟢 CNC router moved into machine room
- Fletcher and Ben to spend some time on the machine and come up with training materials.
- Previous Swarf users will need to be retrained
-
🟢 New bandsaw moved into machine room
- New bandsaw is different, more dangerous, and may need different training procedures.
- Renae and Fletcher will discuss after meeting.
¶ Event/Workshop Coordinator Reports
News and discussions on events.
* Denotes run by non-members
¶ Tech
- Arduino U - (Coordinators: Blake, Stewart) -
- 🟢 Business as usual
- Open Source Hackers / Perth Linux Users Group (Coordinators: Niall Navin, Nick Bannon) -
- JC to contact event host regarding event host requirements.
¶ Social
- Talkshop Wednesday (Coordinator: Fletcher, Renae, Lewis) -
- 🟢 Ran
- 🟢 Remains a popular event.
- 🟡 Dialled back from full meals to "selection of smallgoods" due to volunteer time limitations.
- Board Game Afternoon (Coordinator: Lewis)
- 🟢 Running fine
¶ Cosplay and Craft
- Leathercraft Workshops (Coordinator: Andrew L aka Western Leathercraft*) -
- 🟢 Was not scheduled
¶ Music
- DIY Synth (Coordinator: Nathan Thompson, Andrew nonlinearcircuits*) -
- 🟢 Business as usual
¶ General
-
General Hacking Day (Coordinator: Committee) -
- 🟢 Business as usual
-
Open Day (Coordinator: Fletcher) -
- 🟢 50-70 attendees this open day.
- 🟢 Mix of Supanova and other sources.
- 🟡 Did not translate into signups. A lack of quick turnaround is not altogether unexpected given the demographic.
-
Metal Monday (Coordinator: Ben) -
- 🟢 Ran as planned.
- 🟡 Attendance is low - we may want to consider offering more training / how-to as the welding was popular.
- JC and Ben will discuss.
- Tegan suggests having a focus topic for each Metal Monday.
-
Wednesday Woodworking (Coordinator: Renae) -
- 🟢 Running as usual, thanks to Penny for assisting
- 🟢 Great feedback from people who are returning to the space after 6 months away - space looks great!
¶ Other
-
See Supanova, below
-
JC is running a soldering course trial this afternoon.
- PCBWay sponsored.
- Spondy - put PCBWay sponsor logo on our website.
- Goal is to have kits standing by in the space e.g. for Arduino U.
¶ Other Business
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.
¶ Supanova - post-event report
- Thank you all volunteers who helped with Supanova prep and being the Face of the Artifactory at Supanova!
- We handed out ~ 800 flyers to interested people after having conversations with them, which is converting to Open Day attendance
- We sold approx $4,000 of merchandise.
- Our costs associated were approx $1000. (Flyer printing, material costs for sale items, printer power usage)
¶ Upcycle rack
Discussion in Slack #virtual-upcycle-bench.
Variety of suggestions including -
- Keep as is - periodic purge
- Delete the upcycle rack - go virtual only
- This wouldn't fix the issue - items would get dumped in the hack rack instead.
- Require approval to put items into upcycle rack
- Date of entry for items going into upcycle rack - items "expire" after 1 month
Inspiration from elsewhere: https://wiki.pumpingstationone.org/wiki/Tidy_Space_Policy#Salvage
- ➡️ Requires more discussion. Loomio.
¶ Financial authorisations
Renae:
-
We are already seeing a significant increase in the money going through our accounts since our DGR approval, I want us to hold ourselves to a high standard of financial accountability.
-
The current authorisations are insufficient to effectively meet our responsibilities.
-
The current authority bylaw is "Artifactory Expenses".
The Committee allows the Treasurer to pay/reimburse for the following expenses without needing to seek committee approval. The Treasurer may defer reimbursements until a meeting of the Management Committee at their discretion.
-
Our subcommittees do not operate or report the same way they did when the bylaw is drafted.
-
We need to decide on authorisation procedure for Pledges and Talkshop food.
-
Loomio is working well for voting, looking to output a report on expenditure authorisations.
-
Are we happy with giving retrospective approval? Seems like it is overused at the moment.
-
Consider issuing Eftpos cards to more officebearers to avoid money going directly from Artifactory to committee members (bad look). How would we manage this?
-
➡️ Interested - Renae, Ben, Lewis, Fletcher. They will discuss and come up with a proposal.
¶ Set date for AGM
-
Propose to have our AGM on Saturday 14th September 2024
- This (nearly) aligns with the Artifactory's 15th birthday/
- First meeting at Mt Lawley HJ's - 15th Sept 2009.
- ❗ Notices must be sent out 21 days before - Fri 23rd August.
- This (nearly) aligns with the Artifactory's 15th birthday/
-
Consider proposing a change to casual / day pass rates. Feedback from casual userse is that we are provide more value than $15/visit.
-
No changes to constitution seem required at this time.
-
Consider doing something special after the AGM for our 15th birthday.
¶ Motion
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Set date and time for Annual General Meeting to 1pm on Saturday 14th September 2024 | Lewis | Renae | Accepted |
¶ Action items
We must hold our AGM within 3 months of the end of our financial year i.e. by 30th Sept.
If we are proposing a special resolution we must send out the AGM notice 21 days before the AGM.
We must call for nominations to the committee at least 21 days before the AGM.
- Lewis - Draft the notices and forms for the AGM.
- Lewis - Send out the notices and forms for the AGM no later than 5pm on Fri Aug 23rd.
¶ Annual report
- 🟢 Preparation of 2023-2024 annual report has started.
- Targeting completion well in advance of AGM.
- 🙏Please provide input to the draft words on Google Docs (link requires committee login)
- 🙏 Please upload any photos you have of the space, people, projects.
- Instructions: Uploading images.
¶ Subiaco Womens Shed
- Currently do not have a venue
- Would like to partner with Artifactory until they find suitable venue
- Meeting with some of their people at 3pm today
- Questions that need answering:
- Do we want to assist/partner?
- What can we offer?
- What can they offer?
- Are there any consequences of this partnership we haven't considered?
¶ End of Meeting
Remember to set next meeting time before closing meeting!
Also update the pinned message in #committee to say the date of the next meeting.
- Next meeting: 2024-08-10, 13:00 4 weeks
Minutes: NNNN-NN-NN
¶ Action Summary
-
Fletcher - band membership phase out to band subscription.
-
Spondy and Fletcher - Sheet storage audit is due.
-
Renae and Fletcher - finish writing induction checklists.
-
Finalise policy / guidance with regards to conflict of interest for trainers
-
Draft proposal regarding tool training refresher policy
-
Restock the first aid cabinet
-
Spondy - email Vistaprint re flyers
-
Fletcher - investigate what happens if we withdraw from our Meetup subscription
-
Fletcher and Ben - Test Swarf-XL and start coming up with training materials
-
Renae and Fletcher - discuss training / policy changes requried for new bandsaw
-
JC - Contact PLUG event hosts regarding event host responsibilities
-
JC and Ben - discuss Metal Monday ideas
-
✅ Spondy - add PCBWay sponsor logo to website
-
Loomio for Upcycle rack management
-
Renae, Ben, Lewis, Fletcher - draft proposal for revised payment authorisations policy
-
Lewis - prepare drafts of notifications for AGM
-
Lewis - Draft the notices and forms for the AGM.
-
Lewis - Send out the notices and forms for the AGM no later than 5pm on Fri Aug 23rd.
-
All - upload photos for use in annual report
-
All - provide input to the draft words of the annual report