Previous meeting: 2024-09-14
Next meeting: 2024-11-09
Scheduled start: 2024-09-28, 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: Nil
Observing: Nil
Minute taker: Lewis
Chair: JC
Quorum present (4 committee members): YES
Previous meeting's minutes: 2024-09-14
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept previous meeting minutes | JC | Fletcher | Accepted/Rejected |
Loomio down at time of writing - unable to pull this information.
| Date raised | Date completed | Motion text | Outcome |
|---|---|---|---|
| XXXX.XX.XX | XXXX.XX.XX | The text of the motion | Passed/Rejected/Lapsed |
Renae thanks Ben for preparing the Treasurer's report in her absence this month.
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.
| Account | Balance as at 31/8/24 |
|---|---|
| Operations (9448) | $13,693.22 |
| Sponsored Student Memberships (3366) | $3,080.16 |
| Sale Program (9474) | $0 |
| Donations (7500) | $30,000.00 |
| TOTAL | $46,773.38 |
| INCOME (AUD) | |
| Donations | $4,948.46 |
| Membership | $6,715.55 |
| Drinks/Snacks | $2,069.75 |
| Casual, Events | $92.86 |
| Tool Use | $238.59 |
| Fundraising | $298.39 |
| Bond Received | $225.00 |
| Total Income | $14,588.60 |
| EXPENSES (AUD) | |
| Lease and running costs | $5,669.05 |
| Equipment/Infrastructure | $146.00 |
| Tool Purchases | $3,158.41 |
| Drinks/Snacks | $718.75 |
| Promotional Expenses | $184.05 |
| Total Expenses | $9,876.26 |
| NET INCOME (AUD) | $4,712.34 |
| Date | Cost | Supplier | Item | Authorisation | Category |
|---|---|---|---|---|---|
| 26/08/2024 | 39.85 | NAB | Bank fees | Treasurer | Admin - Bank Fees |
| 26/08/2024 | 183.7 | Instant Waste | Waste | Treasurer | Admin - Waste |
| 26/08/2024 | 890 | TidyHQ | TidyHQ renewal | Treasurer | Admin - Membership maintenance |
| 16/08/2024 | 14.41 | Jaycar | Bandsaw repair | Infra sub | Tool Repairs/Consumables |
| 16/08/2024 | 4350.5 | Prime Property Agency Pty Ltd | Lease etc | Treasurer | Lease+Variable Outgoings |
| 16/08/2024 | 119 | Pentanet | Internet | Treasurer | Admin - Internet |
| 16/08/2024 | 146 | Cloudray Laser Solutions | Laser goggles | Meeting - 2024-08-10 | Equipment Purchases/Sales |
| 16/08/2024 | 158.41 | Hose Mart | Router mist fittings | Pledged | Tool Purchases/Sales |
| 06/08/2024 | 3000 | Marketplace | Fibre Laser | Pledged | Tool Purchases/Sales |
| 06/08/2024 | 718.75 | Costco | Bar restcok | Quartermaster | Drinks/Snacks |
| 06/08/2024 | 65.55 | Bunnings | Course materials | Loomio - 15/7/24 | Event - WWW course |
| 06/08/2024 | 86 | Aussie Broadband | Internet | Treasurer | Admin - Internet |
| 06/08/2024 | 175 | Pride Western Australia Inc | Market Stall | Loomio 31/7/24 | Promotional Expenses |
| 06/08/2024 | 9.05 | NAB | Transaction fee | Treasurer | Promotional Expenses |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| - | - | - | - |
| Fund Balance: | $10,856.64 | |
|---|---|---|
| Opening Balance: | $8,506.64 | |
| Donations Received: | $1,175.00 | - Matched by Initial Donor |
| Donations Matched: | $1,175.00 | |
| Funds Spent: | $0.00 |
| Total amount outstanding | $9,550.00 | |
|---|---|---|
| Age | Number of invoices | Amount |
| Not yet due | 63 | $4,915.00 |
| <1 month | 21 | $1,730.00 |
| 1-3 months | 16 | $1,735.00 |
| >3 months | 4 | $1,170.00 |
As at 2024-09-27
| Class | This month | Last month | Diff |
|---|---|---|---|
| Full | 61 | 56 | +5 |
| Concession | 35 | 34 | +1 |
| Band | 2 | 3 | -1 |
| TOTAL | 98 | 93 | +5 |
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept all new membership applications | Lewis | JC | Accepted |
Reports to be emailed in for review of committee when officer does not attend meeting.
Updates from subcommittees - discussions or requests for action.
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 JC:
Management committee polls and sense checks : feasibility to make public to members, after decisions are finalised.
Set specific dates/times for committee decisions and polls (e.g., expense approvals on specific days) to ensure all members know when to check. This is in contrast to alerts, which may come at inconvenient times.)
See original report and discussion in Loomio (confidential - committee only).
Decision required on issuing a RFID key to one of the involved people, whether deferred to review at a later time, or refused.
Discussed and referred back to Loomio. JC will draft. Fletcher will assist.
Renae:
Propose to review event fees annually, to ensure we are clear on who pays what.
As casual fees have gone up to $20, my proposal is:
| Event | Current | Proposed | Communication |
|---|---|---|---|
| Modsynth | unknown | $15 per person direct deposit only | Fletcher to communicate, including expectations going forwards. |
| Arduino U | $10 | No increase | Renae to communicate to Blake |
| PLUG | $5 | No increase | Renae to communicate to Nick |
| Leathercraft | $15 | $20 | Ren to communicate to Andrew |
| Metal Monday | $15 | $20 | Lewis to update calendar ✅, Meetup ✅. Also update event description. |
| Social Wednesday | $15 | $20 | Lewis to update calendar ✅ + RSVP template ✅, Meetup ❌ (event isn't on Meetup) |
| Woodwork Wednesday | $15 | $20 | Lewis to update calendar ✅, Meetup ❌ (event isn't on Meetup) |
| Board Games | $5 | No increase | No communication required |
| Laser Maintenace | ? | $0 | Fletcher to communicate with Blake |
| Open Day | $0 | No increase | No communication required |
| General Hacking | $15 | $20 | Fletcher to update calendar ✅, Meetup ✅ |
Also need to update day pass rate everywhere else.
Renae:
These are designed to keep people who have made significant contributions connected to the space while they are not able to maintain memberships.
Includes -
2024/25 Nominations -
Lewis - Implementation details? Define more in a Loomio.
Renae:
We need to communicate more clearly that casual users need to sign up in our system as visitors before touching any tools. This covers their liability waivers etc.
Not sure whether this needs to include Arduino attendees.
Fletcher - will add a link to visitor signup to the "Plan your first visit" page.
Big QR code that links to it, somewhere in the space.
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: 2024-11-16