Previous meeting: 2024-07-13
Next meeting: NNNN-NN-NN
Scheduled start: 2024-08-10, 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.
Present:
Apologies:
Absent:
Observing:
Minute taker: Lewis
Chair: JC
Quorum present (4 committee members): YES
Previous meeting's minutes: 2024-07-13
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept previous meeting minutes | Fletcher | Renae | Accepted |
✅ Spondy - email Vistaprint re flyers. Complete. Flyers refunded due to printing quality issue.
✅ Spondy - add PCBWay sponsor logo to website
✅ Loomio for Upcycle rack management. Complete. Loomio thread. Doug Bateman has been appointed to manage the upcycle rack. John Parker has also been helping.
✅ Lewis - prepare drafts of notifications for AGM. Complete.
✅ Lewis - Draft the notices and forms for the AGM. Complete.
✅ Lewis - Send out the notices and forms for the AGM no later than 5pm on Fri Aug 23rd. Complete. Sent out 2024-07-27.
✅ Finalise policy / guidance with regards to conflict of interest for trainers - See Other Business
✅ Draft proposal regarding tool training refresher policy. See Other Business.
✅ Restock the first aid cabinet
✅ Renae and Fletcher - discuss training / policy changes required for new bandsaw
✅ Fletcher and Ben - Test Swarf-XL and start coming up with training materials
❓ Fletcher - band membership phase out to band subscription. - Not actioned
❓ Spondy and Fletcher - Sheet storage audit is due - Not actioned
❓ Renae and Fletcher - finish writing induction checklists - Not actioned
❓ Fletcher - investigate what happens if we withdraw from our Meetup subscription - Not actioned
❓ JC - Contact PLUG event hosts regarding event host responsibilities - Not actioned
❓ JC and Ben - discuss Metal Monday ideas - Not actioned
❓ Renae, Ben, Lewis, Fletcher - draft proposal for revised payment authorisations policy - On hold
❓ All - upload photos for use in annual report
❓ All - provide input to the draft words of the annual report
| Date raised | Date completed | Motion text | Outcome |
|---|---|---|---|
| 2024-07-15 | 2024-07-18 | Approve $1100 for costs associated with Women's Woodworking Course (General Fund) | Passed (6 in favour, 1 abstained due to declared conflict of interest) |
| 2024-07-15 | 2024-07-18 | Approve $410 for purchase 4 new Ryobi batteries from the Infrastructure and Equipment Fund) | Passed (unanimous) |
| 2024-07-17 | 2024-07-20 | Approve $50 for purchase of new bandsaw blade from the Infrastructure and Equipment Fund | Passed (6 in favour, 1 on leave) |
| 2024-07-17 | 2024-07-20 | Approve $199 for purchase of a tool and fixture storage cabinet for the CNC router from the Infrastructure and Equipment Fund | Passed (6 in favour, 1 on leave) |
| 2024-07-24 | 2024-07-26 | Trade track saws with Beau | Passed (6 in favour, 1 abstained) |
| 2024-07-27 | 2024-08-06 | Approve membership of members who have applied since 2024-07-13 - Kristy Chalmers (Concession), Giorgia Tyrell (Full), Daniel Guest (Full), Christian Caruso (Full), Aidan Arbuckle (Full) | Passed (unanimous) |
| 2024-07-29 | 2024-07-31 | Motion: Modify the Subcommittees and Officers bylaws to include an annual review procedure as detailed in https://vote.artifactory.org.au/d/AFOuYcfH/annual-review-of-office-holders-and-subcommittees . | Passed (unanimous) |
| 2024-07-31 | 2024-07-31 | Approve $175 for promotional stall at Pride Fairday from the General Fund | Passed (unanimous) |
High volume of email enquiries.
Trialling more public (open to all members) discussions on Loomio.
Annual report
Nothing to report.
Business as usual
🟢 Another positive month for the space, with strong membership payments and improved timely payment from members.
🟢 A number of big tool purchases during the month funded by member donations: 3D Scanner, Wood Bandsaw, Track Saw and Soldering Station.
🟢 Significant income from SupaNova - Over $4,000.
🟡 Higher than usual power bill - likely from 3D printing for Supanova as well as increased per unit costs.
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.
Balances as at 2024-08-08:
| Account | Balance |
|---|---|
| Operations | $21,451.43 |
| Donations | $20,000.00 |
| Sale Program | $ 0.00 |
| Sponsored Student Memberships | $ 2,875.16 |
| TOTAL | $44,326.59 |
| INCOME (AUD) | |
| Donations | $4,537.94 |
| Membership | $5,902.82 |
| Drinks/Snacks | $1,010.40 |
| Casual | $268.41 |
| Tool Use | $301 |
| Fundraising | $4,154.00 |
| Total Income | $16,805.67 |
| EXPENSES (AUD) | |
| Lease and running costs | $5,736.74 |
| Equipment/Infrastructure | $1,083.19 |
| Tool Purchases | $4,133.00 |
| Drinks/Snacks | $555.19 |
| Fundraising Expenses | $344.89 |
| Total Expenses | $12,801.70 |
| NET INCOME (AUD) | $4,003.97 |
| Date | Cost | Supplier | Item | Authorisation | Category |
|---|---|---|---|---|---|
| 01/07/2024 | $179.94 | Bunnings | Supanova Materials - Lights | Loomio 24/6 | Fundraising Income and Expenses |
| 01/07/2024 | $52.87 | Bunnings | Supanova Materials - Timber | Loomio 1/7 | Fundraising Income and Expenses |
| 01/07/2024 | $27.21 | Bunnings | Supanova Materials - Timber | Loomio 24/6 | Fundraising Income and Expenses |
| 01/07/2024 | $27.00 | Officeworks | Supanova Materials - Bags for catapaults | Loomio 24/6 | Fundraising Income and Expenses |
| 01/07/2024 | $17.40 | Coles | Bar restock | Quartermaster | Drinks/Snacks |
| 02/07/2024 | $57.87 | Vibe Petrol | Fuel - Supanova | Retrospective Approval Needed | Fundraising Income and Expenses |
| 03/07/2024 | $86.00 | Aussie Broadband | Internet | Treasurer | Admin/Bank Fees / Electricity / Insurance / Internet / Waste |
| 05/07/2024 | $56.78 | Bunnings | Furniture Course Materials | Loomio 18/7 | Event - WWW course |
| 09/07/2024 | $408.79 | Costco | Bar restock | Quartermaster | Drinks/Snacks |
| 09/07/2024 | $59.70 | Coles | Bar restock | Quartermaster | Drinks/Snacks |
| 10/07/2024 | $2,469.00 | Creality | 3D Scanner | Pledged | Tool Purchases/Sales |
| 11/07/2024 | $1,039.48 | Synergy | Power Bill | Treasurer | Admin - Electricity |
| 11/07/2024 | $74.07 | NAB | International Trans Fee - 3D Scanner | Unexpected Expense | Admin - Bank Fees |
| 11/07/2024 | $62.09 | Coles | Talkshop Food | Event - Recouped | Event - Talkshop |
| 11/07/2024 | $6.40 | Coles | Talkshop Food | Event - Recouped | Event - Talkshop |
| 12/07/2024 | $592.00 | Tool Kit Depot | Track Saw | Pledged | Equipment Purchases/Sales |
| 15/07/2024 | $1,200.00 | Marketplace | Wood Bandsaw | Pledged | Tool Purchases/Sales |
| 15/07/2024 | $165.00 | Women on the Tools | Furniture Course Design | Loomio 18/7 | Event - WWW course |
| 15/07/2024 | $119.00 | Pentanet | Internet | Treasurer | Admin - Internet |
| 16/07/2024 | $4,350.50 | Prime Property Agency Pty Ltd | Rent | Treasurer | Lease+Variable Outgoings |
| 16/07/2024 | $43.50 | Coles | Bar restock | Quartermaster | Drinks/Snacks |
| 17/07/2024 | $109.84 | Carbatec | dust extraction - new CNC | Loomio 11/7 | Infrastructure - Expenses |
| 17/07/2024 | $60.78 | Bunnings | Replacement plasterboard - CNC installation | Loomio 4/7 | Infrastructure - Expenses |
| 17/07/2024 | $55.00 | Alibaba | Soldering Station | Pledged | Tool Purchases/Sales |
| 17/07/2024 | $40.12 | Hughan's Saw Service | Bandsaw Blade | Loomio 20/7 | Infrastructure - Expenses |
| 18/07/2024 | $44.90 | Carbatec | Bandsaw Tyre | Pledged | Infrastructure - Expenses |
| 22/07/2024 | $409.00 | Bunnings | Ryobi Batteries | Loomio 18/7 | Tool Purchases/Sales |
| 22/07/2024 | $225.80 | Bunnings | Furniture Course Materials | Loomio 18/7 | Event - WWW course |
| 22/07/2024 | $36.55 | Coles | Cleaning Supplies | Quartermaster | Infrastructure - Expenses |
| 24/07/2024 | $199.00 | Bunnings | CNC Tool Cabinet | Loomio 26/7 | Equipment Purchases/Sales |
| 25/07/2024 | $40.05 | Coles | Talkshop Food | Event - Recouped | Event - Talkshop |
| 29/07/2024 | $90.07 | Bunnings | Furniture Course Materials | Loomio 18/7 | Event - WWW course |
| 30/07/2024 | $26.10 | Coles | Bar restock | Quartermaster | Drinks/Snacks |
| 31/07/2024 | $68.19 | NAB | Mechant Fees | Treasurer | Admin - Bank Fees |
| 31/07/2024 | $301.70 | Meetup | Meetup Subscription - 6 Months | **Retrospective Approval Needed ** | Promotional Expenses |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Retrospective Approval for $57.87 for Supanova Fuel (Renae's Card) | Ben | Tegan | Accepted |
| Retrospective Approval for $310.75 for Meetup Subscription (inc Bank Fees) (Fletcher's card) | Ben | Tegan | Accepted |
| Retrospective Approval for $74.07 for international transaction fees from purchase of 3D Scanner (Fletcher's card) | Ben | Tegan | Accepted |
| Fund Balance: | $8,506.64 | |
|---|---|---|
| Donations Received: | $5,344.49 | - Matched by Initial Donor |
| Funds Received: | $10,688.98 | |
| Funds Spent: | $2,182.34 |
Quote for shade sails due this week - keen to have installed before Summer.
Quote for shade sails recieved - see "Infrastructure Subcommittee" below.
Initial Donor still willing to match donations up to $10,000 total.
We still have capacity to raise a further $4650, which when matched becomes $9,300 - suggest run a second campaign when Shade goes in.
Purchases this month: CNC Tool Box, Ryobi Batteries, Bandsaw Blade (Total $648.12)
$6,225 Outstanding (not including pledged donations)
$3,840 Overdue Invoices (not including pledged donations)
Thanks to JC for taking over the fortnightly follow-ups.
As at 2024-08-08
| Class | This month | Last month | Diff |
|---|---|---|---|
| Full | 56 | 54 | +2 |
| Concession | 34 | 35 | -1 |
| Band | 3 | 3 | - |
| TOTAL | 93 | 92 | +1 |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Approve all new memberships above | JC | Tegan | Accepted |
Reports to be emailed in for review of committee when officer does not attend meeting.
Updates from subcommittees - discussions or requests for action.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Authorise Fletcher to spend up to $200 AUD for 2 sets of laser safety goggles. | Renae | Ben | Accepted |
Meetup cost increase?
Renae - requested business card and shirt designs. As a sales/promotional tool while out and about.
Tegan - has access to an embroidery machine
Shade sail quote
Can scope of works be reduced to a price within our budget?
Discussed large scale of cost relative to infra fund.
Discussed member desire for shade and some donations were directed to this purpose.
Discussed that attendance in the space drops during summer due to heat.
Possibility of applying for a grant to assist with this cost. If going for a grant, possibility to expand the cost.
Action for Ben to investigate alternatives.
News and discussions on events.
* Denotes run by non-members
(new and once off events)
🟢 Course ran extremely well.
Promotional event in November at major annual queer event.
Family friendly day in the park. 17 Nov, Supreme Court Gardens.
Penny is leading.
Need some support with manufacturing goods for sale.
Enquiry via email from a Waste Education Officer at City of Wanneroo - JC has spoken with them.
As I mentioned we are simply looking for ways to increase repair skills and knowledge within our community through any of the following ways:
- Information sharing sessions to inspire community members to explore repair and reuse of items – possibly by skill specific, i.e. woodworking or metal working
- Skill sharing workshops (simple tool skills) to support basic repair or reuse of materials
- Possibly learn to fix it sessions to do basic woodwork/ soldering repair skills on items participants bring with them
At this time we are seeking indicative quotes to have someone facilitate any of the about so we can apply for a WasteSorted Community Education Grant that closes Mon 19 Aug.
If successful with this grant we would be looking to hold these sessions between Feb – May 2025 so hopefully plenty of time to work out the finer details of what’s possible. We would be more than happy for facilitators to promote the opportunities available for community members through your group during these sessions.
If your group is able to support us can you please send through indicative quotes by Wednesday 14th Aug.
Discussed on Loomio.
We won't be able to provide a quote on their timeline.
JC will contact them to let them know.
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.
Subsequent to Loomio thread - Conflict of interest issues for trainers,
Proposed actions:
Trainers must disclose actual or potential conflicts of interest regarding their relationships with trainees.
Where an actual or potential conflict of interest exists, the outcome of the training must be endorsed by a third party.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Add conflict of interest section to training policy, as proposed. | Fletcher | JC | Accepted/Rejected |
We do not currently have any procedure for training expiry or refreshers.
I propose a policy that allows us to require refresher training when justified, without mandating it in all cases.
I haven't taken a position on fees/costs for refresher training.
Proposed actions:
Refresher training and training expiry
Authorized operators may be required to undergo refresher training for a tool if -
- It has been more than 12 months since they last used the tool, or
- The tool has changed significantly since their last training, or
- The operating procedures for the tool have changed significantly since their last training.
The authority which sets the training requirements for the tool will determine if and when refresher training is required, on a risk assessment basis.
If an authorized operator needs refresher training, a reasonable notice period will be provided before their authorization expires.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Add refresher training and training expiry section to training policy, as proposed. | Fletcher | Tegan | Accepted |
Our bylaw regarding tool inductions currently states:
Tool inductions
Adopted at committee meeting 2019-12-07.
The Infrastructure Subcommittee may gate dangerous tools behind a tool specific induction at their discretion and appoint trainers.
A list of gated tools and appointed trainers must be made available on the wiki and on or near the tools themselves.
This should be updated to reflect:
Proposed actions:
Delete the existing tool inductions policy. Replace it with a link to the Training policy.
Add the following to the responsibilities of the Infrastructure Subcommittee. (Same as existing wording for Lasers and 3D printers.)
- Appoint tool trainers as required, except for tools where that function is delegated to another subcommittee.
- Determine training requirements as required, except for tools where that function is delegated to another subcommittee.
Trainer appointments and training requirements
Trainers are appointed, and training requirements are determined, by the following groups:
- Laser cutters: Lasers Subcommittee
- 3D printers: 3D Printers Subcommittee
- All other tools: Infrastructure Subcommittee
Terms of reference
The 3D Printers Subcommittee is in charge of:
- 3D printers, and
- 3D scanners.
The 3D Printers subcommitee will:
- Control modifications and upgrades to the 3D printers, balancing usability for general users vs. capability upgrades for enthusiasts.
- Make recommendations to the main committee
on all aspects of 3D printerregarding maintenance, operation, upgrading, training and charging.- Appoint
3D printertrainers as required.- Determine training requirements as required.
- Scheduling operational and preventative maintenance.
- Organising the ordering and installation of replacement parts within a budget determined by the main committee.
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Modify the tool inductions bylaw, infrastructure subcommittee terms of reference, and training policy as proposed above. | Fletcher | JC | Accepted |
| Modify the 3d printers subcommittee terms of reference as proposed above. | Fletcher | JC | Accepted |
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 will be after the AGM
Minutes: NNNN-NN-NN